OPERATIONS AND CLIENT SERVICE COORDINATOR VA

My Virtual Mate; Australia; À distance; AUD 65 000 - 90 000; Plein temps

Résumé du poste

My Virtual Mate is seeking an organized Operations & Client Services Coordinator to manage client enquiries from initial contact through booking, prepare quotations, and coordinate scheduling for a remote team.

This full-time role runs Monday to Friday, 9:30 AM–6:00 PM AEST/AEDT, with a 30-minute unpaid break, and requires proactive customer service, accurate CRM records, and strong follow-up to convert enquiries into bookings.

Qualifications

• Experience in client services and scheduling within service-based industries.
• Ability to manage multiple inquiries and convert leads to bookings.
• Strong written and spoken English and attention to detail.

Responsabilités

• Handle client enquiries via phone, email, and websites and guide them to bookings.
• Prepare accurate quotations and follow up to close sales.
• Coordinate daily/weekly schedules and rostering for field staff.
• Maintain CRM records and generate operational reports.
• Support onboarding and day-to-day operations.

Connaissances

Client Services

Customer Service

Scheduling

Administration

Communication

Problem Solving

Outils

Jobber CRM

ServiceM8

HubSpot

Salesforce

Zoho CRM

Microsoft Office

Description du poste

# OPERATIONS AND CLIENT SERVICE COORDINATOR VAfull time • RemoteJP0000043G## Position OverviewAbout the RoleWe are seeking a highly organized, proactive, and customer-focused Operations & Client Services Coordinator to join our growing team. This role combines client service, quotation management, sales support, scheduling, rostering, and operations coordination, making it ideal for someone who thrives in a fast-paced service-based environment.You will be responsible for managing customer enquiries from initial contact through to booking confirmation, preparing quotations, following up on leads, coordinating staff schedules, and ensuring smooth day-to-day operations while delivering an exceptional customer experience.Working Hours:Monday to Friday9:30 AM to 6:00 PM AEST/AEDT (Melbourne Time)30-minute unpaid breakFull-Time## Key Responsibilities# Key Responsibilities## Client Services* Respond promptly to enquiries via phone, email, website, and online platforms.* Speak confidently with Australian clients to understand their service requirements.* Recommend suitable services based on customer needs.* Deliver exceptional customer service throughout the entire client journey.* Build and maintain strong relationships with new and existing clients.* Handle customer enquiries, concerns, and requests professionally.* Maintain accurate customer records and communication notes within the CRM.---## Quotation Management* Prepare accurate and professional quotations based on customer requirements.* Send quotations promptly and efficiently.* Follow up quotations via phone and email to convert enquiries into confirmed bookings.* Track quotation status and customer responses.* Work towards maximizing enquiry-to-booking conversion rates.---## Scheduling & Rostering* Coordinate daily and weekly schedules for field staff.* Allocate jobs based on staff availability, location, skills, and service requirements.* Manage roster changes, cancellations, and urgent bookings.* Ensure staff receive accurate booking information and updates.* Optimize schedules to improve efficiency and minimize travel time.---## Operations Coordination* Liaise daily with field staff regarding schedules and service updates.* Monitor staff availability and rostering requirements.* Resolve scheduling conflicts and operational issues promptly.* Ensure services are delivered efficiently and on time.* Support onboarding coordination for new team members.* Assist with maintaining smooth day-to-day operations.---## Administration* Maintain booking systems and operational records.* Update customer and staff information.* Monitor service completion and follow up where required.* Prepare reports and assist with operational planning.* Perform general administrative duties to support the operations team.## Must Have Skills### Essential* Previous experience in one or more of the following:* Operations Coordination* Client Services* Customer Service* Administration* Scheduling* Workforce Rostering* Sales Support* Experience preparing and sending quotations.* Strong follow-up skills with the ability to convert enquiries into confirmed bookings.* Excellent spoken and written English.* Confident communicating with Australian clients over the phone.* Outstanding organizational and multitasking skills.* Strong attention to detail.* Excellent problem-solving abilities.* Ability to work independently and manage competing priorities.* Reliable internet connection and a professional home office setup.* Proficiency with Microsoft Office and cloud-based business systems. Preferred Experience# CRM ExperienceExperience with **Jobber CRM** is highly desirable.Candidates with experience using similar CRM, scheduling, or field service management platforms are also encouraged to apply, including:* ServiceM8* Housecall Pro* Simpro* HubSpot* Salesforce* Zoho CRM* Monday.com* ClickUp* ServiceTitan* Other workforce scheduling or CRM platforms## Preferred SkillsExperience in any of the following industries will be highly regarded:* Cleaning Services* Facilities Management* Trades & Home Services* Property Services* Home Care* Aged Care* NDIS (not essential)* Other service-based industries### Work From Home Requirements* Stable internet connection (Minimum 20 MBPS) with **backup connection*** Laptop/PC with updated OS (**Core i5 or higher**) + **Backup device*** Headset with clear microphone* **Noise-free work environment** during work hours* Willingness to use **Time Doctor** for productivity tracking* **Not currently employed full-time** elsewhere## Job DetailsCategoryAccount managerLocationRemoteEmployment Typefull timeSalaryTBDExperienceseniorApply NowJob Posted: 1 July 2026