CRM Administrator

You maintain the full lifecycle path every lead follows - from New Lead to Contacted, Scheduled, Arrived, New Member, Decision Pending, and Canceled.

• Keep all clinics aligned on identical stages, rules, and triggers.
• Ensure cards move automatically based on bookings, arrivals, memberships, and cancellations.
• Identify stuck or mis-staged cards and fix the root cause, not just the symptom.

1. Dashboard Data & Reporting

The Vessel Executive Dashboard drives decisions for owners and investors. You ensure every number is correct.

• Own the definitions behind leads, bookings, shows, new members, and cancellations.
• Reconcile daily and weekly figures against source systems and explain gaps clearly.
• Maintain tags, cancel dates, clinic labels, and member status accuracy.
• Report weekly per clinic: leads, bookings, show rate, new members, cancellations, call list size.

1. New Clinic Launches

Six new clinics must be built in the CRM by Q2 2027. You turn today’s 60-70 hour manual build into one repeatable process.

• Set up clinic accounts, pipelines, calendars, booking forms, lead forms, phone lines, and staff logins.
• Copy proven automations, retarget them to the new clinic, and test each one safely.
• Connect lead ads, booking flows, payments, and the medical record.
• Add the clinic to the dashboard so reporting works on day one.

1. Automations

Texts, emails, reminders, onboarding, call-list steps, no-show recovery - all run through automations you manage.

• Build new automations beside the live version, test, then switch over.
• Test only on the designated test contact - never on real patients.
• Maintain a written change log for every update.
• Monitor automation run logs and catch silent failures.

1. Bug Resolution with Clinic Managers

Clinic managers are the first to see when something breaks. You are their partner.

• Take every report, reproduce it, diagnose it, and fix it.
• Confirm fixes on the exact screen the manager uses.
• Maintain one shared list of open issues to prevent duplication or missed items.

1. Data Hygiene

Clean data is the backbone of accurate reporting and reliable operations.

• Merge duplicate contacts, including men booked in multiple clinics.
• Maintain consistent tag and segment naming across all clinics.
• Keep CRM and EMR aligned on active member status.
• Remove test records after every test.
• Keep call lists accurate so staff only call true leads.

1. Leads * Scheduled Visits

The ultimate goal: a man who asks becomes a man on the calendar.

• Ensure every new lead receives a text within minutes and lands on the correct call list.
• Maintain booking pages, payment flows, confirmations, reminders, and no-show recovery.
• Track lead-to-booked and booked-to-show rates by clinic and source.
• Surface gaps and trends to the leadership team.

How Success Is Measured

• 30%+ of new leads booked into a visit
• 92% of booked visits show
• Daily dashboard checks pass
• 8 of 8 clinics ready before opening day
• Same-day response to clinic manager bug reports
• 0 test records left in the live system

Your First 90 Days

Days 1-30

• Learn both live clinics end-to-end.
• Walk a test lead from first form * booked visit * member.
• Read every automation and dashboard definition.
• Meet each clinic manager.

Days 31-60

• Take over weekly reporting and the bug list.
• Write the new clinic build list.
• Fix top data hygiene issues.

Days 61-90

• Launch Eagle using the new build list.
• Ensure its numbers report correctly on day one., * Live automations are never edited in place.
• All patient-facing wording is approved before release.
• Every dashboard number must be traceable to its source.

Systems You’ll Run

• GoHighLevel (Biocanic) - leads, texts, calendars, pipelines, payments
• Cerbo EMR - read and linked
• Vessel Executive Dashboard
• Vessel booking & payment pages
• Meta lead forms
• QuickBooks (read-only) for revenue reconciliation

• 2+ years administering GoHighLevel, HubSpot, Salesforce, or similar CRM
• Experience building and fixing multi-step automations, forms, calendars, and pipelines
• Strong data skills: spreadsheets, reconciliation, root-cause analysis
• Clear, concise written communication
• Comfortable working carefully in a live patient-facing system
• High attention to detail and disciplined execution

Good to Have

• GoHighLevel experience (Vessel runs it under Biocanic)
• Healthcare experience and HIPAA familiarity
• EMR experience, ideally Cerbo
• Webhooks, APIs, and system integrations
• Meta lead ads and call-center workflows
• Multi-location rollout experience

• 30% employee discount; 20% household discount
• This position is considered to be part time; 25-30 hours per week (more hours may be required during clinic launches)
• Salary: $80,000 annually

Pay: $80,000.00 per year