(GoHighLevel) Sales Operations Specialist

Location: Remote (United States)

Schedule: Must be available during U.S. Eastern 9AM-6PM ET

Employment Type: Full-Time

Who we are

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.

Why this role exists

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.

What you will own

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

What we need from you

Required

Two or more years hands on inside GoHighLevel. Not I have used a CRM. We mean

pipelines, opportunities, custom fields, workflows, triggers, calendars, sub

accounts, 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

Experience with a US B2B sales motion selling recurring services at $2,000 per

month or more

SQL, Google Sheets at an advanced level, or Looker Studio

Any exposure to construction, accounting, or professional services

We are not looking for

A closer or business development person. You will not be selling.

A marketer who wants to run campaigns. Our paid media is covered.

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 contact in over 7 days

95 percent or better stage accuracy on random weekly audits

Under 1 percent duplicate contact rate

Median speed to lead under 5 minutes on paid form fills

Weekly reporting pack delivered every Monday by 9am ET

Measurable improvement in show rate, rebook rate, and stage to stage conversion

Compensation

Competitive and based on experience, with a performance component tied to the

scorecard above. Full time, remote, long term.

How to apply

Send your resume plus a short written answer to this question. Applications without the

answer will not be reviewed.

In GoHighLevel, the last activity date on an opportunity often reflects the last stage

change rather than the last real conversation with the lead, and calls placed through a

connected dialer frequently do not write back to the contact record at all. In under

300 words: how would you build a field the sales team could actually trust to answer

when did we last talk to this person