Operations and Client Coordination

Virtual Staff 365; United States; Remote; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Permanent work-from-home setup

Dayshift (AEST hours)

Full-time job

Annual leave

13-month pay

Government mandated benefits

HMO (STAFF only)

Job summary

Virtual Staff 365 is seeking an Operations and Client Coordinator to manage daily operations, client communications, and administrative workflows.

The role focuses on seamless service delivery, payment management, and member coordination to support leadership in strategic growth.

Qualifications

• Minimum 2 years of experience in virtual assistant, administration, or client coordination roles.
• Excellent written and spoken English with ability to write clear, warm, and professional communications independently.
• Hands-on CRM experience with platforms such as GoHighLevel, Tekmatix, HubSpot, or similar.
• Strong proficiency in Google Workspace including Gmail, Drive, Sheets, and Forms.
• Experience using generative AI tools like Claude or ChatGPT regularly for work tasks.
• Exceptional organisational skills with attention to deadlines, payments, and confidential data.
• Sound judgment regarding independent action versus expedient issue resolution.

Responsibilities

• Run day-to-day business operations and client communications.
• Manage CRM tasks, payments, and onboarding for members.
• Coordinate events, sessions, and calendar management.
• Prepare lead briefings and maintain client records.
• Draft emails and log call notes.
• Track payments, generate receipts, and provide weekly summaries.
• Support content creation and SOP documentation as needed.

Skills

Virtual assistant experience

Administration

Client coordination

English communication

Attention to detail

Decision making

AI tools usage

CRM proficiency

Tools

GoHighLevel

Tekmatix

HubSpot

Google Workspace

Gmail

Drive

Sheets

Forms

Claude

ChatGPT

Canv

Job description

Our client is an established coaching and consultancy business specialising in the dental and healthcare sectors. They provide strategic guidance, professional training, and tailored resources to help clinic owners streamline operations and scale their practices effectively.

They are now seeking to hire an Operations and Client Coordinator to run day-to-day business operations, client communications, and administrative workflows. This key position ensures seamless service delivery, payment management, and member coordination so executive leadership can focus on strategic growth and business expansion.

Job Responsibilities

Client Communication & Inbox Management

• Monitor and reply to WhatsApp messages from clients, members, and leads within four business hours
• Triage the central administrative inbox by acting on, forwarding, or flagging emails as appropriate
• Draft clear, warm, and professional emails and send approved WhatsApp templates for event invites and reminders
• Log comprehensive call and session notes following every client touchpoint

CRM & Database Administration

• Maintain accurate CRM records by adding, updating, tagging, and segmenting contacts
• Keep sales and client pipelines completely up to date
• Manage member portal access and pull contact history reports upon request
• Prepare lead briefings prior to sales sessions

Financial Administration & Onboarding

• Generate payment links, issue invoices, and process tax receipts
• Send polite payment reminders and follow up on overdue accounts on schedule
• Reconcile weekly payments against the CRM and highlight any gaps
• Sort quarterly credit card statements for the accountant and prepare weekly financial summaries
• Onboard new coaching members by issuing welcome emails, tracking contracts, sending questionnaires, and setting up portal access

Event Coordination & Calendar Management

• Book and send reminders for one-on-one sessions, distributing post-session summaries via Zoom or Fathom
• Track event registrations and attendance using Google Sheets
• Distribute pre-event details, venue information, certificates, feedback forms, and thank-you notes
• Coordinate sponsor details and manage digital workbook inserts

Content Support & Process Documentation

• Write daily content briefs for the video editor using AI drafting tools
• Schedule social media posts to keep the content calendar fully populated
• Document recurring tasks into clear step-by-step SOPs to streamline workflows
• Send a brief end-of-day update highlighting completed tasks, pending items, and decisions needed

• Minimum 2 years of experience in a virtual assistant, administration, or client coordination role
• Excellent written and spoken English with the ability to write clear, warm, and professional communications independently
• Hands-on CRM experience with platforms such as GoHighLevel, Tekmatix, HubSpot, or similar
• Strong proficiency in Google Workspace including Gmail, Drive, Sheets, and Forms
• Experience using generative AI tools like Claude or ChatGPT regularly for work tasks
• Exceptional organisational skills with strong attention to detail regarding deadlines, payments, and confidential data
• Sound judgment regarding when to take independent action versus when to expedite issues

Nice-to-Have Skills

• Background or experience in healthcare, clinical, or coaching environments
• Familiarity with Australian business norms and culture
• Basic process automation skills using tools such as Zapier
• Familiarity with design platforms like Canv

• Permanent work-from-home set-up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-time job
• HMO (STAFF only)
• Annual leave
• 13-month pay
• With Government mandated benefits