Operations, Client Coordination
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Job Description
Operations coordinator managing client communications, CRM, payments, and events. Supporting a dental and healthcare coaching consultancy’s daily operations and growth.
Responsibilities:
- 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 professional emails and send approved WhatsApp templates for event invites and reminders
- Log comprehensive call and session notes following every client touchpoint
- 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
- Generate payment links, issue invoices, and process tax receipts
- Send payment reminders and follow up on overdue accounts
- Reconcile weekly payments against the CRM and highlight gaps
- Sort quarterly credit card statements and prepare weekly financial summaries
- Onboard new coaching members, including welcome emails, contract tracking, questionnaires, and portal access
- Book and send reminders for one-on-one sessions and distribute 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
- Write daily content briefs for the video editor using AI drafting tools
- Schedule social media posts and maintain the content calendar
- Document recurring tasks into step-by-step SOPs
- Send end-of-day updates highlighting completed tasks, pending items, and decisions needed
Requirements:
- 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 escalate issues
- 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 Canva
Benefits:
- 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
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