Salesforce CRM Workflow & Automation Specialist (Part-Time, Remote)

This role is NOT customer support, email marketing, or VA work.
Please only apply if you have experience building CRM workflows and automation systems.

We are looking for someone to build and improve our Salesforce CRM system so that our sales and operations processes run smoothly, consistently, and without missed steps.

This is not a basic admin role.

We need someone who understands how businesses actually operate, from lead through to delivery, and can build a system that supports both day-to-day execution and long-term growth.



About the business

We are a promotional products and branded merchandise company.-import some products from China, export to Europe from UK

Our workflow is operational and multi-step, not just a simple sales pipeline.

A typical job includes:

* Lead or enquiry (new or existing customer)
* Quote creation
* Artwork collection
* Visuals and proofing
* Approval (DocuSign)
* Payment (Xero)
* Supplier coordination
* Delivery tracking
* Customer follow-up

Some jobs include multiple products and multiple suppliers, so the system needs to handle complexity clearly.

Systems and integrations

We use multiple systems and want Salesforce to be the central source of truth:

* Apollo – lead sourcing and enrichment
* WooCommerce – orders and product data
* Klaviyo – email marketing, customer communication, repeat order flows
* DocuSign – approvals and sign-off
* Dropbox – artwork and file storage
* Xero (via Breadwinner) – invoicing and payments

We want a clean flow from Apollo leads and WooCommerce orders into Salesforce, through to approval, payment, delivery, and ongoing customer communication.


What you will be doing

* Design and improve our Salesforce workflow from enquiry through to delivery
* Structure jobs, products, and suppliers clearly
* Build automation to reduce manual work and prevent errors
* Manage lead flow from Apollo into Salesforce, including deduplication and assignment
* Connect and manage integrations across WooCommerce, Klaviyo, DocuSign, Dropbox, and Xero - some will already be integrated
* Ensure approvals, payments, and production steps are properly controlled
* Build a clear daily working view for the team
* Identify where deals or jobs get stuck and resolve those blockages
* Create simple dashboards showing pipeline health, follow-ups, and bottlenecks


Customer growth and repeat orders

This role is not just about building a system. It is about helping the business grow.

You should understand how to:

* Generate repeat orders from existing customers
* Re-engage past or inactive clients
* Segment customers (new, active, high-value, inactive)
* Support communication and campaigns via Klaviyo
* Align Salesforce data with marketing to drive ongoing revenue

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## What we are looking for

* Strong workflow and systems thinking
* Understanding of sales team behaviour and where deals get stuck
* Ability to identify and fix process bottlenecks
* Experience building CRM processes (Salesforce or similar)
* Comfortable with automation and integrations
* Understanding of customer lifecycle and repeat business
* Ability to simplify complex processes into something usable
* Able to work independently and think logically

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Nice to have

* Salesforce administration or configuration experience
* Experience with Apollo, WooCommerce, or Klaviyo
* Experience with APIs, webhooks, or automation tools
* Experience with operational workflows, not just sales pipelines

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Not a fit if you are mainly

* A VA focused on data entry
* Focused only on basic CRM administration
* Using tools like Zapier or Make without broader system thinking
* Unfamiliar with how sales teams operate
* Unable to identify process bottlenecks

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Details

* Part-time (approximately 15 hours per week)
* Remote
* Rate based on experience
* Initial two-week trial period

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To apply, please answer the following:

1. Briefly describe a system or workflow you have built or improved
2. How would you structure a process with quote, artwork, approval, payment, and delivery?
3. How would you handle one job with multiple products and suppliers?
4. Where do sales processes usually break down, and how would you fix that?
5. How would you use Salesforce and Klaviyo to generate repeat business?
6. What would you focus on in your first two weeks?
7. Your hourly rate


Final note

Please do not send a generic application.

We are specifically looking for someone who understands workflow, sales behavior, and how to build systems that improve both operations and revenue.