Client Operations – Admin Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the complete client onboarding journey.

• Draft and distribute engagement letters.

• Follow up with clients to guarantee timely return of signed agreements.

• Organize onboarding tasks prior to internal transition.

• Develop and uphold precise onboarding documentation.

• Verify that all onboarding prerequisites are finalized before project initiation.

• Maintain HubSpot and monday.com as the definitive operational source for the company.

• Ensure customer records, pipelines, and workflow stages are accurate and current.

• Keep CRM data, tagging, contact lists, and operational documents correct and updated.

• Refresh client, onboarding, and payment statuses across various systems.

• Ensure operational data is structured and dependable.

• Improve operational workflows to promote business expansion.

• Handle invoices via Xero and Stripe.

• Keep track of outstanding invoices and payments.

• Oversee payment plans and deferred payment agreements.

• Follow up on late payments.

• Update payment statuses within internal systems.

• Manage HubSpot email marketing campaigns and communications.

• Produce reports on campaign performance.

• Assist with webinars and workshops, including attendee communications and follow-ups.

• Prepare and coordinate newsletters and technology updates.

• Identify ways to maximize the use of HubSpot.

• Oversee recurring administrative tasks.

• Organize and manage documents in SharePoint.

• Format documents for clients and internal use.

• Coordinate internal documentation processes.

• Monitor action items and follow-ups.

• Provide everyday administrative assistance.

• Recognize workflow inefficiencies.

• Suggest improvements and automation opportunities for workflows.

• Enhance HubSpot workflows.

• Create and sustain Standard Operating Procedures (SOPs) and process documentation.

• Assist in initiatives aimed at operational scaling.

• Propel ongoing operational enhancements.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Coordinator, Operations Assistant, or Administrative Coordinator.

• Proven track record of supporting founders, executives, or leadership teams in an Executive Assistant, Operations Coordinator, or similar role.

• Experience with international clients and remote teams is highly desirable.

• Demonstrated capability to juggle multiple priorities, deadlines, and competing tasks while maintaining high accuracy and organization.

• Strong proficiency with the following business systems: HubSpot, monday.com, Xero, Stripe, Microsoft Office, Google Workspace, SharePoint.

• Detail-oriented, commercially savvy, systems-oriented, and proactive.

• Comfortable working autonomously while closely collaborating with founders and leadership.

• Confident communicator who is willing to ask questions, offer suggestions, or respectfully challenge ideas when necessary.

• Adaptable, with the ability to excel in a startup environment and a readiness to take on various roles as the business grows.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Opportunities for professional development and growth.

• Flexible working hours and remote work options.

• Collaborative and dynamic work environment.

• Access to the latest tools and technologies to enhance productivity.