Текст заказа
Hiring: Full-Time AI Operations Specialist - Remote
About the Client
AI-powered growth agency – Builds AI voice, SMS, email, and ad automation for service businesses that live and die by booked appointments.
24/7 AI voice receptionists – Deploys inbound voice agents integrated directly with clients' CRMs so no lead ever goes unanswered.
Full revenue systems, not just ads – Combines paid advertising, custom apps, funnels, and GoHighLevel automations into one connected engine.
Major franchise rollout underway – Preparing to deploy its technology across 59 locations of a national waxing studio brand, alongside clients in solar, barbershops, firearms training, and holiday lighting.
Fast-paced and entrepreneurial – A lean, founder-led team where your work directly shapes how the agency scales.
Fair, forgiving, and fun – A founder who treats the team like family and generously rewards people who create real value.
About WeAssist
Led by a Founder Who Cares – Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.
Fast & Purposeful Recruiting – We move quickly but prioritize long-term fit, stability, and growth over just filling roles.
Connecting Global Talent – With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.
Giving Back Matters – From building schools to feeding the homeless, we believe true success means making a difference.
An Inclusive & Thriving Culture – Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work—they grow.
Key Responsibilities of the AI Operations Specialist
AI Systems, Voice Bots & Custom App Operations
GoHighLevel (GHL) & CRM Management
Performance Dashboard & Analytics Monitoring
SOP Creation & Systems Documentation
Executive & Administrative Support
Ad Campaigns, Creative Production & Client Support
Additional Information:
Review this Doc first!
How to Prepare for the Recruiting Process -
Why Are They Hiring an AI Operations Specialist?
Our client is hiring an AI Operations Specialist to take full ownership of agency fulfillment, day-to-day operations, and technical automations—so the founder can step out of the back end and focus 100% on sales demos, prospecting, networking, and closing deals. Over time, the agency's tech stack has grown into a powerful but scattered mix of custom apps, GHL automations, and AI tools that were never fully documented. They need a dependable, technically sharp operator who can audit and organize everything, turn it into clean, repeatable SOPs, and lead the technical rollout across 59 franchise locations. This isn't a 'just follow instructions' role—they want someone who spots problems, recommends improvements, and owns outcomes.
If you're an AI-fluent, highly organized agency operator who loves building automations, untangling messy systems, and making things run like clockwork—this role could be a great fit for you.
Qualifications:
Must-Haves:
Digital Marketing Agency Experience – Previous experience in an agency setting (operations, fulfillment, or media buying) and a solid understanding of agency dynamics.
Advanced GoHighLevel (GHL) Skills – Hands-on experience building workflows, triggers, snapshots, funnels, pipelines, and email sequences, plus troubleshooting when things break.
AI Automation Fluency – Advanced, practical command of the modern AI ecosystem (Claude, ChatGPT, n8n, and more) and the ability to deploy solutions quickly.
Voice AI Experience – Has built or managed at least one voice AI agent on platforms like Retell or Vapi.
App Building & API Proficiency – Comfortable handling API keys and webhooks and working in builder environments like Claude Code and Replit to maintain, troubleshoot, and improve custom apps and integrations.
AI Video Generation – Already proficient in Higgsfield AI (or an equivalent photorealistic video tool) to produce dynamic ad creatives without on-the-job training.
Nice-to-Haves:
Systems Architecture Experience – Has organized fragmented tech stacks into scalable operating systems and repeatable deployment processes.
CRM Integration Familiarity – Experience with third-party CRM data feeds such as Zenoti.
Media Buying Knowledge – Experience running or supporting paid ad campaigns on Meta and Google.
Early-Stage Agency Building – Has helped build or organize operations during an agency's early growth stages.
Relevant Background – Prior titles like Agency Operations Specialist, Technical VA, Marketing Automation Specialist, AI Integrations Specialist, or Media Buyer/Operations Manager.
Responsibilities of the AI Operations Specialist:
Your responsibilities include:
AI Systems, Voice Bots & Custom App Operations
Manage and troubleshoot inbound voice AI agents (Retell, Vapi, or similar) and quickly resolve miscommunications or booking failures
Maintain the end-to-end automated funnel: lead generation → instant booking → reminder texts → show-up tracking → reactivation sequences using Claude Code, n8n, and webhooks
Operate a custom-built secret shopper lead-gen app that audits prospects' response times across channels
Monitor automated test inquiries, audit calls, and cold email deliverability
Handle manual steps when automations hit snags (e.g., submitting website lead forms)
Generate and review audit scorecards (A–F grading, missed opportunities, lost revenue calculations) that feed the sales pipeline
Connect API keys and deploy lightweight scripts or apps via Replit and Claude Code to remove operational bottlenecks
GoHighLevel (GHL) & CRM Management
Build, test, and manage complex GHL workflows, triggers, snapshots, pipeline stages, and email sequences
Execute technical onboarding for new clients and franchise locations—with support on the first ~20 locations, then owning rollouts independently
Diagnose broken automations, misfired triggers, SMS bugs, and failed booking sequences, working directly with GHL support when needed
Monitor client data feeds pulled from external CRMs (such as Zenoti) into the agency dashboard
Performance Dashboard & Analytics Monitoring
Monitor the agency's proprietary dashboard tracking live data from ad spend to actual revenue
Track KPIs including cost per lead (CPL), customer acquisition cost (CAC), lead-to-booking rate, show-up rate, rebooking percentage, and client hours saved by AI
Spot ad fatigue, algorithm shifts, or dropping conversion rates early and flag them so creative can be paused or pivoted
Keep dashboard data live and accurate so monthly client reporting calls become unnecessary
SOP Creation & Systems Documentation
Audit and document existing GHL snapshots, automations, and custom apps
Turn the agency's existing knowledge into clean, step-by-step playbooks and one-click templates
Rebuild or standardize systems for repeatable deployment across 59 franchise locations
Centralize all files, assets, and documentation in Google Workspace / Google Drive
Continuously research and implement new AI tools that save 10+ hours a week or increase revenue
Executive & Administrative Support (Secondary Responsibility)
Manage the founder's business and personal calendar—rescheduling conflicts and keeping each day structured
Keep the calendar filled with qualified sales demos and discovery calls from inbound funnels and secret shopper reports
Track appointments, identify likely no-shows, and send automated confirmation reminders
Support sales pipeline management, follow-ups, and other administrative tasks as needed
Ad Campaigns & Creative Production Support
Assist with managing ad campaigns across Meta and Google
Use Higgsfield AI (or similar tools) to create photorealistic, high-end video assets and effects
Adapt winning ad concepts and creative frameworks across new franchise locations
Client Communication & Support (Slack)
Manage dedicated client Slack channels (one client-facing and one internal issue-tracking channel per client)
Answer inbound techni