CRM & Client Intake Coordinator for Debt Relief Company

We are a Canadian debt relief company looking for a reliable, detail-oriented CRM & Client Intake Coordinator to help manage our daily lead flow, client follow-up, spreadsheet tracking, GHL pipeline, and appointment booking. This is not just a basic virtual assistant role. We need someone who is organized, careful with details, comfortable using CRM systems, and able to follow clear step-by-step processes without missing anything. Our consultation specialist, Maria, handles the client consultations and closing calls. Your role will be to support the process before and after Maria speaks with the client. You will help make sure every lead is added properly, followed up with quickly, booked into Maria’s calendar, moved through the correct CRM stages, and submitted properly after closing. Main responsibilities include: Monitoring Gmail for new leads Adding new leads into Google Sheets Checking for duplicate leads across batches Updating lead statuses daily Monitoring GHL / LeadGen app for client replies Responding to client texts using approved scripts Booking consultations into Maria’s calendar Managing appointment confirmations and no-shows Moving clients through the correct GHL pipeline stages Making sure required CRM fields are filled out correctly before moving stages Using the “Mute Automation” tag properly when automation should not be triggered Uploading closed client files into internal database Uploading Master Calculator PDFs with debt details, assets, household size, and estimates Posting new referral notices inside our Teams group chat Following up with clients after they are sent to the trustee Tracking failed closes and document-pending clients Sending a simple daily report at the end of each shift Tools you should be comfortable with: GoHighLevel / GHL Google Sheets Gmail Google Calendar Microsoft Teams Lead management apps / SMS platforms ChatGPT for writing client replies Experience with GHL is preferred, but not required if you are a fast learner and very detail-oriented. This role requires strong attention to detail. In GHL, moving a client to the wrong stage can trigger automated text messages, so you must be careful and able to follow instructions exactly. You will not be expected to close clients or explain the full debt relief program. Maria handles the consultations and closing calls. Your main goal is to keep the pipeline organized, respond quickly, book appointments, and make sure every client is moved to the correct next step.