About the Company

ACE CPAs is a US accounting and advisory firm built for construction contractors. We handle bookkeeping, job costing, tax, and fractional CFO work for builders and subcontractors across the United States, and we run a transaction advisory practice doing Quality of Earnings engagements for buyers and sellers of lower middle market businesses. We run paid ads, cold email, outbound dialing, and a permit data pipeline, all feeding a team of appointment setters and closers. Every one of those leads lands in GoHighLevel. Right now, too many of them die there.

About the Role

Our CRM has become a place where leads are recorded rather than managed. Opportunities sit in stages they left months ago. Missed appointments never get moved, so the rebook automation never fires. Duplicate contacts appear across pipelines. Our last contact dates are keyed to stage changes instead of actual conversations, so nobody can trust them. Automations that used to work quietly broke and nobody noticed. We are not looking for a one-time cleanup. We are hiring the person who owns this permanently, fixes the underlying causes rather than the symptoms, and makes sure a qualified lead never falls through a crack again.

Responsibilities

Pipeline hygiene and stage discipline
Own the daily and weekly hygiene routine across all of our pipelines, roughly eight of them spanning inbound paid ads, outbound construction permit leads, appointment setter pipelines, and buy side and sell side M&A
Audit stage accuracy and correct records that are misfiled, stale, or duplicated
Keep the Missed Appointment and reschedule stages worked to zero backlog, so recovery sequences actually trigger.
Enforce the rule that every open opportunity has an owner and a dated next step.
Hold setters and closers accountable to updating their own records, and escalate when they do not.
Data integrity and lead routing
Deduplicate contacts across pipelines and build the rules that stop duplicates recurring
Make sure every opportunity carries accurate lead source, campaign, and owner from creation, so attribution reporting is possible
Build and maintain a reliable last contact field that reflects real activity, calls, emails, and texts, not the date somebody dragged a card
Route leads to the right pipeline, the right setter, and the right calendar automatically.
Maintain the do not contact list and the state exclusion filters, in every system, not just one.
Automation build and maintenance
Build, test, and maintain GHL workflows: speed to lead alerts, appointment reminders and confirmations, no show recovery, stale opportunity nudges, long term nurture, reactivation of dormant leads
Own the integrations that feed GHL: PhoneBurner dialer dispositions mapping cleanly to pipeline stages, Instantly replies routing correctly, Apollo and permit data imports, Meta and Google lead forms, Slack notifications, Zoom call summaries writing back to the contact record
Audit existing automations on a schedule and catch the silent failures before they cost us a month of leads.
Standardize automations across pipelines, so a rule that works in one pipeline exists in all of them.
Reporting, tracking, and attribution
Produce the weekly sales reporting pack: pipeline movement, stage to stage conversion, stuck deals, hot deals, activity by rep, lead source health
Build the views the team is missing today: stale leads by stage and pipeline, appointments booked versus showed versus closed, and closed deal visibility back to the setter who sourced the lead
Partner with our automation engineers on dashboards. You define what has to be true and what has to be shown. They build the plumbing. You own the numbers being right.
Make cost per showed sales call reportable by channel without anyone assembling it by hand.
Conversion rate optimization
Find where leads are dying between stages and fix it, whether that is a follow up cadence, a reminder sequence, a form field, or a routing delay
Run structured tests on cadence, timing, messaging, and reminders, and report results with numbers rather than impressions
Drive down speed to lead on paid form fills and drive up show rate and rebook rate
Systematically resurface dormant and disqualified records that are worth another look

Qualifications

Two or more years hands on inside GoHighLevel. Not I have used a CRM. We mean pipelines, opportunities, custom fields, workflows, triggers, calendars, subaccounts, and the parts of GHL that do not work the way the documentation says they do.
Demonstrated experience cleaning up and then holding together a messy CRM at real volume, over a thousand records
Fluency with dialer and email tooling in a sales stack. PhoneBurner, Instantly, Apollo, Smartlead, or close equivalents.
Comfort building automations across tools with Make, Zapier, n8n, or native webhooks
Strong reporting instincts. You should be able to look at a funnel and say which number is lying and why.
Excellent written English and the confidence to tell a salesperson their pipeline is out of date
Reliable hardware and internet capable of sustained high volume CRM work, plus a quiet workspace
No other concurrent jobs or client commitments
Email deliverability knowledge: SPF, DKIM, DMARC, domain warmup, inbox rotation, list hygiene
SQL, Google Sheets at an advanced level, or Looker Studio
Any exposure to construction, accounting, or professional services

Required Skills

We are not looking for a closer or business development person. You will not be selling.
We are not looking for a marketer who wants to run campaigns. Our paid media is covered.
We are not looking for someone who needs to be trained on GoHighLevel from zero.

How you will be measured

100 percent of open opportunities carry an owner and a dated next step
Under 5 percent of open opportunities with no

(GoHighLevel) Sales Operations Specialist