AI Operations Specialist - D.B. at We Assist.io

About this role

Hiring: Full-Time AI Operations Specialist - Remote
🚀 About the Client 🚀
🤖 AI-powered growth agency – Builds AI voice, SMS, email, and ad automation for service businesses that live and die by booked appointments.
📞 24/7 AI voice receptionists – Deploys inbound voice agents integrated directly with clients' CRMs so no lead ever goes unanswered.
⚙️ Full revenue systems, not just ads – Combines paid advertising, custom apps, funnels, and GoHighLevel automations into one connected engine.
🚀 Major franchise rollout underway – Preparing to deploy its technology across 59 locations of a national waxing studio brand, alongside clients in solar, barbershops, firearms training, and holiday lighting.
⚡ Fast-paced and entrepreneurial – A lean, founder-led team where your work directly shapes how the agency scales.
💛 Fair, forgiving, and fun – A founder who treats the team like family and generously rewards people who create real value.
🌟 About WeAssist 💡
🌍 Led by a Founder Who Cares – Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.
⚡ Fast & Purposeful Recruiting – We move quickly but prioritize long-term fit, stability, and growth over just filling roles.
🌎 Connecting Global Talent – With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.
❤️ Giving Back Matters – From building schools to feeding the homeless, we believe true success means making a difference.
🤝 An Inclusive & Thriving Culture – Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work—they grow.
⚒️ Key of the AI Operations Specialist 📝
🤖 AI Systems, Voice Bots & Custom App Operations
🔧 GoHighLevel (GHL) & CRM Management
📊 Performance Dashboard & Analytics Monitoring
📚 SOP Creation & Systems Documentation
🗓️ Executive & Administrative Support
🎬 Ad Campaigns, Creative Production & Client Support
Additional Information:
Review this Doc first!
How to Prepare for the Recruiting Process -

📢 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:
Must-Haves:

🎯 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.

Nice-to-Haves:

🏗️ 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.

of the AI Operations Specialist:
Your include:

🤖 AI Systems, Voice Bots & Custom App Operations

Manage and troubleshoot inbound voice AI agents (Retell, Vapi, or similar) and quickly resolve 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? 🚀
🫥 WeAssist: 😌
(Not your average Recruiting Firm…)
Started by Reef Colman just seven years ago, is not your typical staffing agency...
We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers.
What makes us different is how much we care about our people! We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best!
Perks:

13th Month Bonus (Wild right?! 🤯)
Permanent work-from-home / remote set-up 🌴
Health insurance 🧑‍⚕️
Dental insurance 🪥
Mental health insurance 🧠
Great starting salary 💰
Growth opportunity 📈
Performance-based raises 💸
Prizes and bonuses 🏆

Specifics:
Time

Full-time; 8am to 5pm MST (Arizona Time)
This is a remote position so you can have the freedom to work from anywhere

Miscellaneous

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

Tech Stack

🔧 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

Originally posted on Himalayas