Job description

About the Role

A Dream Wedding Maui is seeking a detail-oriented and proactive Operations & CRM Manager to handle critical behind-the-scenes activities for their expanding wedding planning company. This role primarily aims to optimize the owner's time by managing follow-ups, inbox workflow, client communication, team coordination, and CRM system oversight.

Key Responsibilities

Lead the CRM transition from HoneyBook to Funnel Gorgeous, including building and maintaining pipelines, workflows, automations, forms, calendars, templates, tags, and follow-up sequences.
Migrate and organize client and lead data accurately, test workflows, troubleshoot automations, and keep client records up-to-date.
Document procedures and ensure the team uses Funnel Gorgeous uniformly, identifying further automation and system simplification opportunities.
Protect the owner’s time by prioritizing tasks—independently handling, delegating, or escalating issues as appropriate.
Manage routine client, lead, vendor, and team follow-ups, track outstanding contracts, payments, and deadlines, and provide concise progress summaries.
Oversee the company inbox by responding to routine inquiries with approved templates and routing messages correctly.
Coordinate client check-ins, reminders, and follow-ups to ensure clarity on next steps.
Monitor project activities on Aisle Planner, pursue overdue tasks, assign responsibilities to planners, and escalate critical client or vendor issues.
Create and enhance SOPs, templates, checklists, and workflows while coordinating staffing logistics for weddings, rehearsals, site visits, and planning support.
Utilize AI tools to optimize communication, documentation, workflows, and efficiency; verify AI output for quality and develop responsible AI-supported processes.

Required Qualifications

Hands-on, advanced expertise with Funnel Gorgeous, including building CRM pipelines, triggers, automations, and communication sequences.
Strong proficiency with AI platforms such as ChatGPT and related automation tools.
Ability to independently resolve CRM and workflow problems.
Experience in operations management, project oversight, executive assistance, or client relations.
Exceptional organizational skills, communication ability, and reliability in task follow-through.
Capable of independently making routine decisions, exercising sound judgment for task delegation and escalation.
Comfortable working remotely with distributed teams.
Preferred experience with Aisle Planner, Asana, Google Workspace, Canva, and service industries like weddings, events, or hospitality.

Personal Attributes

The ideal candidate naturally closes open tasks and follows up proactively without prompts. They thrive on creating order from complexity and hold clients and team members accountable respectfully and professionally. Rather than forwarding all questions to the owner, they diligently investigate, resolve, delegate, and escalate only essential matters.

Work Schedule

Part-time remote position, approximately 15–20 hours per week initially.
Consistent availability on weekdays is mandatory, with some overlap needed during Hawaii business hours.
Daily monitoring on weekdays is preferred.

Application Instructions

Applicants should submit a résumé or summary of relevant experience, describe their experience with Funnel Gorgeous, provide examples of workflows or automations they have built, explain how they use AI tools in their work, state their weekly availability and desired hourly rate, and include a brief video showcasing a Funnel Gorgeous system they managed.

Additionally, applicants should answer the following:

What have you personally built inside Funnel Gorgeous?
Have you managed a CRM migration?
How do you decide what to handle, delegate, or escalate to a business owner?
Describe a way you have used AI or automation to save your team significant time.

Operations & CRM Manager