Operations and Client Coordinator

Virtual Staff 365Dental healthcare coaching

Philippines, Australian Eastern Standard Time business hoursFull-TimeJunior

Salary not disclosed

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Job Details

Languages: Excellent written and spoken English
Experience: Minimum 2 years of experience in a virtual assistant, administration, or client coordination role
Required Skills: HubSpotGoogle Workspace

Have at least 2 years of experience in a virtual assistant, administration, or client coordination role.
Have excellent written and spoken English and be able to write clear, warm, and professional communications independently.
Have hands-on CRM experience with GoHighLevel, Tekmatix, HubSpot, or a similar platform.
Be proficient in Google Workspace, including Gmail, Drive, Sheets, and Forms.
Use generative AI tools such as Claude or ChatGPT regularly for work tasks.
Demonstrate strong organisational skills and attention to detail with deadlines, payments, and confidential data.
Use sound judgment to decide when to act independently and when to escalate issues.
Nice to have: experience in healthcare, clinical, or coaching environments.
Nice to have: familiarity with Australian business norms and culture.
Nice to have: basic process automation skills using tools such as Zapier.
Nice to have: familiarity with design platforms such as Canva.

Monitor and respond to client, member, and lead WhatsApp messages, triage the administrative inbox, and draft emails and approved message templates.
Log call and session notes and maintain accurate CRM records, contacts, tags, segments, and pipelines.
Manage member portal access, prepare lead briefings, and pull contact history reports.
Generate payment links, issue invoices and tax receipts, send payment reminders, and follow up on overdue accounts.
Reconcile weekly payments against the CRM, flag gaps, sort quarterly credit card statements, and prepare weekly financial summaries.
Onboard coaching members by sending welcome emails, tracking contracts, sending questionnaires, and setting up portal access.
Coordinate one-on-one sessions and events, including bookings, reminders, registrations, attendance, event materials, and sponsor details.
Write daily content briefs using AI drafting tools and schedule social media posts.
Document recurring tasks in step-by-step SOPs and send end-of-day updates on completed tasks, pending items, and decisions needed.

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