AI-powered systems and operations partner

Your business should run without you in the middle of everything.

I help coaches, consultants and boutique agencies connect their lead management, client onboarding, CRM and day-to-day operations into systems that work together. From the first enquiry to client delivery, I identify the bottlenecks, build the right workflow, and document how it works.

Let's talk about your operations See how I work

AI-powered operations. Human judgment. Systems that hold up.

Nairobi-based and working remotely with coaches, consultants and boutique agencies across the United States and Canada.

The operational problems I solve

Where founder time quietly disappears

Most service businesses do not have a lead problem. They have a handoff problem between the first enquiry and delivered work.

Leads that go cold

Slow follow-up, scattered intake forms and missed bookings.

Inconsistent onboarding

Contracts, invoices and welcome steps rebuilt by hand for every client.

Tools in silos

A CRM, a scheduler and a project board that never quite talk to each other.

Fragile automations

Workflows that look good in a demo and break on the first unusual case.

Services

CRM, automation and operations support

CRM management and workflow automation

GoHighLevel, HubSpot and Dubsado set up around how your clients actually move, then kept clean.

Client onboarding automation

Intake, contracts, reminders and project creation connected into one repeatable journey.

Executive operations support

Inbox, calendar, reporting and recurring workflows owned, not just assisted.

AI-assisted workflows

AI handles the repetitive work. A person reviews it before it reaches your clients.

SOPs and process documentation

Every system documented so your business owns it, not me.

Systems review

An honest check of whether a process or tool is the right fit before anything is built.

See all services and retainers

My approach

Assess, design, implement, maintain

Most people you hire will build what you ask for. I check whether it will work first, and I tell you before you spend on it.

Assess

Find the bottleneck and test whether the proposed fix suits your business.

Design

Map the workflow on paper and agree scope before touching a tool.

Implement

Build, test against real edge cases, and document each step.

Maintain

Monitor, troubleshoot and review monthly so it holds up over time.

Meet Jane

A short hello before we talk systems

I believe a business should run without its founder. If it only works because you are holding it together, you have a job you cannot quit. This is how I think about fixing that.

Systems in practice

Selected work, each a business problem first

Statuses are stated honestly. Unfinished parts are marked as unfinished.

Built and running

Lead-to-Client System

My own GoHighLevel build. Leads get lost or mishandled when intake, discovery bookings, reminders and follow-up sit in separate places.

Built: CRM pipeline and tags, lead intake form, 15-minute discovery calendar, lead capture workflow, booking confirmation and reminders, cancellation and no-show workflow, proposal-to-onboarding workflow and dashboard.
Evidence: Full write-up on Notion.

Enquiry → intake form → discovery booking → reminders → cancel or no-show follow-up → proposal → onboarding

Read the full case study ↗

Client work

Client Lifecycle Management

Client delivery gets inconsistent when contracts, communication and onboarding depend on manual coordination.

Approach: An onboarding flow designed across GoHighLevel, Dubsado and HubSpot for a fast-growing service business.
Why it matters: Every new client gets the same clear start, so delivery stays consistent as volume grows.
Evidence: Full write-up on Notion.

Read the full case study ↗

Client work

Enrollment and Participant Tracking

Programme and participant records get hard to coordinate as numbers and reporting needs grow.

Built: An Airtable enrollment pipeline, a Google Apps Script follow-up system, and automated quarterly career-update forms.
Aim: Structured records, clearer tracking and repeatable follow-up.
Evidence: Walkthrough available on request.

Details shared on request, client name withheld

Deployed

Automated Job Research

Manual job research is repetitive and hard to keep up week after week.

Built: A Python job scraper that runs on a schedule through GitHub Actions.
Shows: Custom automation and problem-solving beyond no-code setups.
Evidence: Code on GitHub.

View the code on GitHub ↗

See the full portfolio

Retainer packages

Monthly partnerships

Each package includes everything in the one before it.

Operations Essential

$500/month

20 hours per month

Best for: ongoing administrative and operational support.

Inbox and calendar coordination
Routine correspondence
CRM hygiene and task tracking

Enquire

Client Flow Partner

$750/month

30 hours per month

Best for: client onboarding, follow-ups and delivery coordination.

Everything in Operations Essential
Client onboarding and offboarding coordination
Intake and contract follow-ups

Enquire

Recommended

Systems Operator

$1,000/month

40 hours per month

Best for: CRM configuration, automation, testing and maintenance.

Everything in Client Flow Partner
CRM configuration and maintenance
Workflow automation, testing and troubleshooting

Enquire

Founder's Right Hand

$1,500/month

60 hours per month

Best for: broader executive and cross-project operational ownership.

Everything in Systems Operator
Executive inbox and calendar oversight
Cross-project and contractor coordination

Enquire

Scope and priorities are agreed in advance. Hours do not roll over, extra hours need your approval, and third-party software fees are separate. These packages are not unlimited.

Full scope of each package

About Jane

I notice what others overlook

I check whether an automation, campaign or idea will hold up before it is built. If something will not work, I say so early and bring a better plan.

More about Jane and how I work

Working together

Three steps

Tell me what is stuck

Fill in a short form. It goes straight to my CRM.

Book a discovery call

We map your current stack and find the real bottleneck.

Agree scope, then start

You get a clear plan and a retainer that fits it.

FAQ

Common questions

Are you a virtual assistant or a systems partner?

Mainly a systems and operations partner. I handle routine operations work too, but the focus is building and maintaining workflows that reduce it.

Which tools do you work in?

GoHighLevel, HubSpot, Dubsado, Asana, ClickUp, Airtable, Zapier and Make, among others. I choose by fit, not by habit.

Do you use AI?

Yes, to speed up repetitive work. Anything client-facing is reviewed by a person before it goes out.

What happens if you advise against my idea?

I explain why and offer a better option. The decision stays with you.

Where are you based, and which time zones work?

I am based in Nairobi, Kenya and work remotely. We agree overlap hours at the start.

Ready for operations that run without you?

Tell me what is stuck and book a discovery call. No pressure, no jargon.

Let's talk about your operations