Operations & Client Services Coordinator

Accountabilities:: You will help maintain efficient business operations while delivering responsive client support and reliable administrative assistance to the executive team. Your responsibilities will include: Client services: Respond to client questions regarding billing, accounts, schedules, contracts, and services, ensuring clear and professional communication. Payment and renewal follow-ups: Monitor delayed, declined, or failed payments and track upcoming contract renewals to ensure timely follow-up. Issue coordination: Work with relevant internal teams to resolve client concerns and escalate sensitive, unusual, or urgent matters to leadership. Operational reporting: Review operational reports, identify items requiring attention, and follow up on missing information, inconsistencies, and potential issues. Record management: Maintain accurate and up-to-date client, employee, billing, and operational records across company systems. Compensation and payroll support: Track compensation changes, client credits, and important employee conversations, while assisting with time-tracking corrections and payroll preparation. Administrative operations: Support recurring administrative processes, special projects, and other operational tasks as needed. Technology administration: Create and maintain email addresses, user accounts, team access permissions, and Google Workspace groups. Basic technical support: Troubleshoot routine account and technology issues, maintain accurate system information, and learn new software-based workflows. Executive assistance: Manage calendars, appointments, and meeting schedules; organize executive inboxes; and identify urgent or time-sensitive messages. Communication and follow-up: Assist with drafting emails, conducting research, tracking follow-up items, and providing general administrative support to executive team members. Confidentiality and accountability: Handle sensitive information discreetly, complete tasks accurately, and ensure important responsibilities are addressed without constant reminders. Requirements: The ideal candidate is organized, dependable, and comfortable balancing client communication with operational and executive support responsibilities. They should demonstrate sound judgment, strong attention to detail, and the ability to work independently in a remote environment. Key qualifications include: Excellent written and spoken English, with the ability to communicate professionally with clients, colleagues, and leadership. Experience in operations, administration, executive assistance, customer service, or a related support function. Strong client service skills and the ability to handle inquiries, follow-ups, and sensitive situations professionally. Proficiency with Google Workspace and confidence using digital tools, managing user accounts, and learning new platforms quickly. Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines. Strong attention to detail when maintaining records, reviewing reports, and handling administrative or financial information. Proactive problem-solving skills and good judgment when determining which issues to resolve independently and which to escalate. Ability to work autonomously, take ownership of responsibilities, and maintain consistent performance without frequent supervision. Professional discretion when handling confidential client, employee, payroll, and executive information. Reliable availability and responsiveness from Monday through Friday, with the ability to maintain a consistent weekday schedule. Experience with billing, payroll, accounts receivable, remote teams, or service-based businesses is beneficial but not required. Benefits: Remote work: Work remotely without a requirement to work from a physical office. Part-time schedule: 20–25 hours per week. Weekday flexibility: Exact working hours may offer some flexibility, provided you maintain consistent availability and reliable responsiveness Monday through Friday. Broad responsibilities: Gain experience across client services, business operations, technology administration, and executive support. Ownership and autonomy: Opportunity to manage responsibilities independently and contribute directly to smooth business operations. Compensation: Salary or hourly pay rate is not specified in the job description. Additional benefits: Healthcare, paid time off, and other benefits are not specified.