AI Operations Specialist - D.B.

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 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:

• 🎯 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.

• 🏗️ 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:

• →🤖 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 technical questions, troubleshoot glitches, and handle service change requests
• →Hop on a client call when an urgent issue comes up

🏡 Want to Know More About the Client?

Our client is a technology-driven advertising agency helping service-based businesses turn ad spend into booked appointments. Their platform blends paid advertising, AI voice receptionists, SMS and email automation, custom-coded apps, and GoHighLevel workflows into one complete revenue system—so their clients never miss a lead and can see exactly how marketing translates into revenue.

Today, the agency serves businesses across solar, barbershops, firearms training, and holiday lighting, and is preparing to roll out its technology across 59 locations of a national waxing studio brand. With that kind of growth ahead, they're building a reliable, well-documented operations backbone—and looking for the person who will own it and grow alongside the business. 🌟

Culture and Core Values:

Working here is fast-paced, direct, and heavily entrepreneurial. The founder runs a team that's fair, forgiving, and fun—treating people like family while holding a high bar for accountability and performance.

• →🗣️ Honesty & Integrity– Total transparency. Own your mistakes right away—no excuses, nothing swept under the rug.
• →🎯 Accountability– Take full ownership of outcomes and hold yourself to high standards of execution.
• →🚀 Proactivity– Always look for ways to optimize systems, save time, and drive revenue.
• →🛡️ Reliability– Be the dependable partner who shows up consistently and keeps things running without needing to be chased.
• →💬 Candid Communication– Straightforward, matter-of-fact, and focused on getting things done.

Here, value creation is recognized and rewarded—take initiative, and your impact won't go unnoticed. 💯

What's in it for you? 😏

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• →💰 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.

Your next big opportunity starts here—ready to take the leap? 🚀

• Attire - business casual when in meetings
• Professional setup
• Clean background
• Good camera
• Good microphone
• Strong wifi

• 🔧 GoHighLevel (GHL)
• 🤖 Claude / Claude Code, ChatGPT
• 🔁 n8n & Webhooks
• 📞 Retell / Vapi (Voice AI)
• 💻 Replit
• 🎬 Higgsfield AI
• 📣 Meta Ads & Google Ads
• 🔗 Zenoti (Nice-to-Have)
• 📂 Google Workspace / Google Drive
• 💬 Slack