Description
Summary FULL-TIME AUTOMATION SPECIALIST Levante Consulting LLC Function: Marketing, Sales & RevOps Automation Employment type: Full-time, long-term position ROLE OVERVIEW We are looking for a full-time Automation Specialist to own the end-to-end automation infrastructure behind our online education and coaching business. You will design, build, test, monitor, and troubleshoot the connected systems linking our funnels, CRM, payment processors, email and SMS platforms, course-delivery tools, and internal communication channels. You will be the technical backbone behind every product launch, evergreen campaign, and stage of the customer lifecycle — from a lead’s first opt-in through purchase, onboarding, upsells, renewals, offboarding, and refunds. When something in this chain breaks, you will be responsible for diagnosing and fixing it, often in real time. This is a mission-critical position. Our sales, customer-success, and coaching teams depend on these systems working flawlessly, especially during high-stakes launch periods. We are looking for one reliable owner who is available and responsive when it matters most, including the intensive periods around cart openings. This is not a fragmented or part-time support role. KEY RESPONSIBILITIES 1. FUNNEL & SALES AUTOMATION • Build and maintain complete funnel automations across opt-in, checkout, purchase, upsell/OTO, and confirmation stages for multiple product tiers. • Connect landing-page and checkout events so every purchase automatically triggers the correct actions, including tagging, access granting, internal notifications, and CRM updates. • Duplicate, adapt, and relaunch complete funnel ecosystems for new events. • Create and archive reusable automation bases so future launches can start from a proven structure rather than from scratch. • Build abandoned-cart logic that identifies leads who do not purchase within a specific time window, sends them into the correct nurture sequence, and removes them from that sequence once they purchase. 2. PAYMENTS & ACCESS MANAGEMENT • Integrate and maintain multiple payment providers, including Stripe, Whop, and Wise/bank transfers. • Translate payment events into automated customer fulfillment. • Automatically grant and revoke access to course and community platforms such as Kajabi and Skool, based on the exact package purchased. • Keep all products, offers, packages, and access tiers mapped correctly. • Manage successful payments, failed payments, subscription renewals, upsells, and refunds. • Handle edge cases such as incomplete or declined payments, duplicate charges, and delinquent subscriptions. • Ensure that incomplete or failed transactions never incorrectly grant customer access. • Route real-time payment notifications to the correct Slack channels for the sales and customer-success teams. 3. CRM ARCHITECTURE & ADMINISTRATION • Own and administer the company CRM end to end. • Configure custom fields, custom activities, pipelines, lead statuses, smart views, and role-specific views for setters, closers, coaches, and customer-success team members. • Build and maintain lead-assignment logic, including round-robin distribution. • Manage lead reassignment when sales team members or responsibilities change. • Keep CRM data clean, correctly structured, and synchronized with all connected upstream and downstream systems. • Support CRM migrations, including the mapping, cleaning, and transfer of historical data from systems such as Google Sheets into Close.com. 4. LEAD ROUTING, SCORING & NOTIFICATIONS • Build and maintain a live lead-scoring system using categories such as hot, warm, cool, and nurture. • Ensure lead scores remain updated so the sales team can prioritize the right opportunities. • Connect Calendly booking flows to the appropriate Slack channels. • Automatically tag the correct closer or setter and include relevant lead information such as name, contact details, budget, call time, and notes. • Set up and maintain round-robin distribution links, including WhatsApp routing across the sales team. • Create targeted Slack notifications for important customer lifecycle events, including: - New customers - High-priority or “boiling” leads - Coaching end dates - One-to-one calls - Offboarding requests - Refund requests 5. EMAIL & SMS MARKETING OPERATIONS • Administer our email-marketing platform, KIT/ConvertKit. • Manage tags, segments, sequences, and automation triggers. • Keep email automations synchronized with purchases, customer access, and CRM status. • Set up and manage SMS marketing campaigns through Brevo for launches and events. • Implement qualification and disqualification logic, including budget-based routing. • Ensure leads enter the correct communication sequences and prevent incorrect messages from being sent. 6. FORMS, DATA & REPORTING • Connect intake forms from Typeform, ClickFunnels, and Google Forms to the CRM, Google Sheets, Slack, and our email-marketing platform. • Backfill historical form submissions when necessary. • Select and transfer fields with attention to data privacy and relevance. • Build and maintain KPI dashboards and end-of-day reports for setters and closers. • Integrate and maintain attribution and tracking through Hyros. • Manage UTM parameters and reconcile lead numbers across different platforms. • Build reporting dashboards and views in Google Sheets and Looker Studio. 7. TESTING, MONITORING & INCIDENT RESPONSE • Stress-test every automation before a launch. • Simulate successful purchases, failed payments, upsells, abandoned carts, and different customer journeys across all product tiers. • Confirm that all flows are reliable before the wider team begins testing. • Provide real-time “war-room” support during launch windows, including evenings and weekends around major cart openings. • React immediately when technical issues appear as traffic reaches the funnel. • Diagnose and resolve live incidents such as: - Missing notifications - Incorrect access grants - Duplicate leads - Webhook delivery failures - Synchronization errors - Data being sent to the wrong system or location • Communicate technical status clearly, including what broke, what was fixed, and what the team should continue monitoring. • Safely pause and resume automations during maintenance or troubleshooting. 8. SYSTEMS, COST & ACCESS MANAGEMENT • Manage subscription plans and usage limits across the automation stack, including Zapier, Make, KIT, Zoom, and other platforms. • Proactively identify when limits are close to being reached and recommend or implement the necessary upgrades. • Optimize automation costs and operational efficiency. • Migrate high-volume workflows from Zapier to Make when this can reduce costs without compromising reliability. • Administer credentials and platform access securely using password managers, vaults, two-factor authentication, and dedicated automation accounts. • Coordinate technical access with the wider team. • Manage supporting operational tasks such as transferring and archiving Zoom recordings to YouTube or Google Drive to control storage usage. 9. DOCUMENTATION & CROSS-TEAM SUPPORT • Document funnels, systems, and automation logic using Google Docs, Whimsical flowcharts, and Loom walkthroughs. • Make sure the wider business understands how its automated systems operate. • Act as the main automation point of contact for founders, sales, customer success, coaches, and external partners or agencies. • Translate business requirements into reliable, working automated systems. • Coordinate with third-party technical partners, funnel builders, and messaging agencies when workflows involve multiple teams, tools, or time zones. SOFTWARE & TOOLS You will work regularly with the following stack. Strong hands-on experience with the core automation, CRM, and payment tools is essential. The remaining tools can be learned on the job. Automation and iPaaS: • Zapier • Make/Integromat • Webhooks • Multi-step scenarios • Filters • Conditional branching • Deduplication CRM: • Close.com • Custom fields • Custom activities • Smart views • Pipelines • Google Sheets used as a CRM Email and SMS: • KIT/ConvertKit • Brevo Funnels and Pages: • ClickFunnels Classic • ClickFunnels 2.0 Courses and Communities: • Kajabi • Skool • Whop Payments: • Stripe • Whop • Wise and bank transfers Forms and Scheduling: • Typeform • Google Forms • Calendly Tracking and Reporting: • Hyros • Looker Studio • Google Sheets • UTM management Communication and Messaging: • Slack • WhatsApp routing • Third-party messaging tools such as Superchat and Unnichat Video and Storage: • Zoom • YouTube • Google Drive • Loom Documentation, Planning and Security: • Google Docs • Whimsical • Trello • 1Password CORE SKILLS & COMPETENCIES Integration and API Logic You are comfortable building webhook-driven, multi-step automations involving conditional branching, filters, and deduplication across multiple connected applications. Systems Debugging You can trace an issue across several platforms — for example, payment to tagging, access, CRM, and notifications — and quickly identify the root cause. Data Handling and Migration You can map, clean, and migrate data between different systems without breaking active workflows. Payments and Subscription Management You understand checkout flows, failed payments, renewals, refunds, subscriptions, and access-provisioning edge cases. Reliability Under Pressure You remain calm, fast, and precise during live launch periods when significant revenue is on the line. Ownership and Accountability You treat the automation infrastructure as your own system. You test thoroughly, verify your own work before handing it over, and communicate proactively. Clear Communication You document your work through Loom videos, written documentation, and diagrams, and you can explain technical decisions to non-technical team members. Cost Awareness You look for opportunities to optimize tool usage and reduce costs without sacrificing system reliability. IMPORTANT This is a full-time, long-term role for someone who wants to take complete ownership of a complex automation ecosystem. Availability, responsiveness, attention to detail, and reliability during important launches are essential. Please apply only if you have strong practical experience building and troubleshooting advanced automations across multiple platforms.