We’re building the internal operating system for a rapidly growing AI automation company focused on medical aesthetic clinics. Harmonix installs AI‑powered business infrastructures that automate booking, follow‑up, aftercare and clinic operations. To scale into clinics and license our IP, we need a systems architect who can design our entire automation architecture before any workflow is built. 🛠 Responsibilities • Design the architecture for the following internal systems: 1. Sales OS (lead sources, intake rules, pipeline stages, lead scoring, cold/warm email flows, cold calling, social DM triggers, booking & proposal workflows, nurture/reactivation). 2. CRM OS (pipelines, stages, tags, custom fields, lead source fields, owner assignment, duplicate-prevention rules, import formats, reporting fields). 3. Outreach OS (Instantly cold email logic, warm‑up procedures, sending limits, CTA routing, Apollo import structure, phone‑first vs email‑first branching, social DM triggers, reply handling). 4. Demo OS (scripts, discovery calls, authority calls, decision‑maker follow‑ups, conversion tracking). 5. Onboarding OS (agreement & payment triggers, welcome emails, access collection, domain email/Vault process, GHL/Twilio/voice/LLM/social setup, FAQ import, testing & launch checklists, client training, 30‑day optimization review). 6. Fulfillment OS (package‑specific tasks for Starter, Pro and Elite packages; provider routing, no‑show tagging, reactivation campaigns, review generation, task routing, analytics). 7. Retention OS (monthly ROI reporting, review requests, referral asks, issue escalation, quarterly optimization reviews, upsell identification, churn‑risk detection). 8. Internal Ops OS & Compliance OS (task assignment, builder handoff, support routing, Slack/WhatsApp rules, approvals & escalation ladder, SOP library, version control for workflows, access revocation/off‑boarding, A2P registration, data‑retention rules, HIPAA/PIPEDA compliance). • Map the entire journey from lead capture → outreach → CRM → booking → closing → onboarding → fulfillment → reporting → retention. • Ensure the design is scalable, compliant, and ready to duplicate across niches. 📦 Deliverables 1. Master System Map: A single high‑level diagram showing how all systems connect. 2. Subsystem Maps: Individual diagrams for each OS listed above. 3. SOP Documentation: For every system, provide purpose, triggers, owners, step‑by‑step procedures, tools used, outputs, edge cases, and escalation paths. 4. Build Specification: Plain‑English instructions for builders (what goes in GoHighLevel, Instantly, Twilio, external tools, and what remains manual). 5. Video Walkthroughs: Record downloadable Loom videos explaining the master architecture and each subsystem. ✅ Required Skills & Experience • Proven GoHighLevel and CRM architecture design experience. • Deep understanding of automation workflow design (Zapier/Make). • Marketing and sales automation (email, SMS, calls, DMs, lead scoring). • Systems documentation and diagramming tools (e.g. Miro, Lucidchart). • Familiarity with Twilio, voice AI, OpenAI/Large Language Models, data privacy & HIPAA/PIPEDA compliance. • Past projects designing complex automation/agency systems; please include examples. ❓ Screening Questions 1. Have you designed the full automation architecture for an agency or SaaS product before? If so, please describe. 2. What tools do you use to design and document system architecture? 3. Provide a link or screenshot of a system map you created. 4. In your view, what is the most common mistake agencies make when designing automation systems? 💰 Budget $500 – 1,500 depending on experience. Include your proposed fixed‑price estimate for the architecture and timeline.