Automation & Sales Support Coordinator |

Automation & Sales Support Coordinator

Work Hours (Client): 9:00am - 5:00pm EST

Pay Range:$2,000 to $3,300 Canadian Dollars ($1400 - $2400 USA Dollars)

Note: The Candidate will be paid in Canadian Dollars via Wise

Location of Search: South Africa (Primary) and LatAm

Work Location: REMOTE

Work Location: 3-month probation period

Opportunity Overview

We help therapists grow their businesses through better marketing, websites, messaging, and digital products. We’re looking for someone who isexcellent with automation and systems, especially GoHighLevel and Zapier, and who also genuinely enjoys helping people.This person will play an important role in making our business easier to run. You’ll help us improve and automate the systems behind our sales and client communication, support Heather with leads and follow-up, respond to clients and prospective clients, and step in when something needs to be figured out.

We’re looking for someone who naturally thinks:

“How can I make this easier?”“Can this be automated?”“What does this person need from me?”“I can figure this out.”

You should be comfortable building behind the scenesandcommunicating directly with our internal team and with clients via email. Some days you may be fixing a GoHighLevel workflow or building a Zap. Other days you may be answering a therapist’s question, sending a proposal, helping Heather stay on top of leads, or noticing that a process is creating unnecessary work and finding a better way to do it. You like helping people, solving problems, and making things run smoothly.

Role Summary

The Administrative & Sales Support Coordinator will support the day-to-day systems, sales administration, and client communication.

A major part of this role isowning and improving our automations inside GoHighLevel and Zapier.You should be able to look at an existing workflow, understand what it is trying to accomplish, troubleshoot when something isn’t working, and identify opportunities to make the process simpler or more efficient.

You’ll also be an important support person for Heather and Taylor. That means helping manage leads, following up when someone hasn’t responded, getting proposals out quickly, answering client and prospective-client questions, and making sure people feel looked after.

Our clients are primarily therapists, so the way you communicate matters. We want someone who is warm, patient, thoughtful, enthusiastic, and able to explain things clearly without sounding robotic or overly corporate. We’re happy to incorporate AI in our responses as long as they feel authentic.

You don’t need to know the answer to absolutely everything. You do need to be resourceful enough to find the answer, understand the context, and know when something truly needs to be escalated.

Core Responsibilities

1. Sales Support & Process Building
* Support Heather with incoming leads, follow-up, proposals, and sales administration.
* Manage and improve sales workflows insideGoHighLevel, including pipelines, automations, follow-up sequences, notifications, and related processes.
* Build and maintainZapier automationsthat connect our tools and reduce repetitive manual work.
* Look for opportunities to simplify or automate tasks instead of continuing to do things manually.
* Make sure prospective clients receive timely, thoughtful follow-up and don’t fall through the cracks.
* Respond to inbound sales inquiries promptly and help ensure proposals are sent quickly after sales calls.
* Build and document processes so important information and workflows don’t live only in Heather’s or Taylor’s heads.
* Notice when something in the sales process is confusing, inefficient, or creating unnecessary work, and help improve it.
2. Client Engagement & Empathy-Driven Communication
* Communicate directly with prospective and existing clients, primarily therapists, through email and other channels.
* Make people feel helped, not processed.
* Answer questions warmly, clearly, and enthusiastically while representing the Master Your Message brand.
* Use templates and documented answers as a starting point, while adapting your communication to the actual person and situation.
* Understand enough about our services, including websites, branding, messaging, and SEO, to confidently answer common questions without escalating everything to the founders.
* Know when a question does require input from Heather or another team member and provide them with the right context when escalating it.
* Follow through until the person has the information or next step they need.
3. Administrative Operations
* Help manage scheduling, documentation, and sales-day administration, particularly on Mondays and Wednesdays.
* Support Heather and Taylor with tasks that keep client and sales operations moving.
* Develop and manage follow-up sequences for leads who haven’t responded.
* Troubleshoot day-to-day operational issues using common sense and resourcefulness before escalating them.
* Keep informati