Operations & Admin Coordinator

RecruitMyMom; United States; Remote; USD 28,000 - 47,000; Part time

Benefits offered by this job

Fully remote

Flexible hours

Opportunity for more hours

Job summary

RecruitMyMom is seeking a practical Operations & Admin Coordinator for a fully remote, part-time contracting role. You will handle routine admin, client onboarding, document formatting, and day-to-day financial admin with flexible hours around the founder's schedule.

Ideal candidates are comfortable with cloud tools, can follow processes independently, and can scale hours as new projects launch. This role offers remote work with a lightweight workload at first.

Qualifications

• Experience with invoicing, receipts, and basic bookkeeping admin.
• Excellent formatting and clear written communication.
• Comfort with cloud apps and rapid adoption of new tools.
• Reliable remote availability with steady weekly capacity.

Responsibilities

• Financial Administration: Create and send client invoices.
• Upload expenses and capture basic transactions into Zoho Books.
• Client Onboarding Support: generate contracts, email clients, and set up shared folders.
• Content Formatting & Email Scheduling: format and schedule content into Podia.
• Document Formatting & Admin Support: format client docs and templates.
• Pull action points from notes and update task lists.
• General Admin & Systems: keep project boards and folders organized (Notion/Google Workspace).

Skills

Tech-savvy

Self-motivated

Detail-oriented

Independent worker

Tools

Zoho Books

Notion

Indy

Podia

Job description

This is a remote position. A fundraising consultancy and training business working with both South African and international clients is looking for a practical, organised Operations & Admin Coordinator to help with routine admin, client onboarding, document formatting, and day-to-day financial admin. This is a part-time, flexible independent contracting role, fully remote and requires approximately 15-20 hours per month which can increase / decrease depending on the workload. This role is ideal for someone comfortable working with digital tools, who can follow processes independently, and enjoys taking everyday task lists off the founder's plate. Originally posted on Himalayas

Responsibilities

• Financial Administration:
  • Create and send client invoices.
  • Upload expenses and capture basic transactions (from Stripe, PayPal, SA & UK bank accounts) into Zoho Books to keep accounting records up to date.
• Client Onboarding Support:
  • Help onboard new clients: generate contracts using templates on Indy, email clients about required documents, and set up shared Google Drive folders.
• Content Formatting & Email Scheduling:
  • Copy, format, and schedule written content into Podia for newsletters and course updates.
• Document Formatting & Admin Support:
  • Format client documents, proposals, and project templates to look clean and professional.
  • Pull action points from call notes/transcripts and update task lists.
• General Admin & Systems:
  • Keep project boards and folders organized (using Notion and Google Workspace).

Requirements

• Tech Comfort: Confident working in cloud apps and quick to pick up new tools. Familiarity with (or willingness to learn) Zoho Books, Notion, Indy, and Podia.
• Financial Admin Basics: Experience with invoicing, receipt uploads, and basic bookkeeping admin.
• Good Eye for Detail: Great formatting skills and clear written communication.
• Self-Motivated & Proactive: Someone who gets things done, asks the right questions, and works well independently.
• Reliable Availability: A solid remote setup with consistent weekly capacity.

Benefits

• Fully Remote & Flexible: Work from anywhere with flexible hours around your schedule.
• Streamlined Workflows: Clear tasks and supportive leadership.
• Scalable Hours: Potential to take on more hours as new projects launch.