[Hiring] AI Operations Specialist @WeAssist.io

Role Description

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.

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Manage dedicated client Slack channels (one client-facing and one internal issue-tracking channel per client).
• Answer inbound technical questions, troubleshoot glitches, and handle service change requests.
• Hop on a client call when an urgent issue comes up.

Qualifications

• 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.

Requirements

• 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.

Benefits

• Performance Bonuses – High performers are rewarded with substantial cash bonuses tied to results, like booked leads and revenue generated.
• Direct Founder Access – Work side-by-side with an entrepreneurial founder and gain exposure to top-tier mentorship networks.
• Leadership Track – As the agency expands across 59+ locations, grow into a lead role and help train future team members.
• Build Cutting-Edge Systems – Get hands-on with voice AI, custom apps, n8n, Claude Code, and the latest AI tools every day.
• Real Ownership – Be trusted to run operations end to end—no micromanagement, just clear goals and the freedom to deliver.
• Remote Flexibility – Work from anywhere with a fully remote setup.