Client Operations Coordinator — Remote (Day Shift)

Client Operations Coordinator — Remote (Philippines)
Full-Time | $800–$1,085 per month | Daytime Hours

We are a leading U.S.-based communications firm serving mission-driven organizations — schools, healthcare organizations, nonprofits, advocacy groups, campaigns, and civic institutions. We help our clients build visibility, public trust, and real momentum through strategy, creative, advertising, and outreach.

We run a lean, AI-enabled operation and are growing fast. We need a sharp, highly organized Client Operations Coordinator to manage our client relationships, oversee project delivery, coordinate our subcontractor network, and keep our client experience moving without being asked twice.

Unlike most remote roles supporting a U.S. team, this is a daytime position — you work normal Philippine business hours, not graveyard shift. You'll have a choice of daytime blocks (see Schedule below) and, after you're ramped up, real flexibility in setting your own hours within that window.

This role is client success first: managing client communications, tracking project delivery, coordinating with subcontractors, and keeping everything on schedule. You'll also handle some operations support and light marketing coordination. It is not a narrow task-taker role — it's a trusted second set of hands across the operation, focused on making sure clients get what they need, when they need it.

We are specifically looking for someone who manages up well and manages across. When something is off track, you don't just flag the problem — you bring a recommended solution. You are the kind of person leadership can hand a messy situation to and trust it'll come back organized. You also keep subcontractors and vendors on track, following up on deliverables and ensuring quality without micromanaging.

This is a long-term, full-time remote role. We are looking for someone to grow with us.

**SCHEDULE**

This is a daytime shift in the Philippines — no graveyard hours, a genuine bonus compared to most roles supporting a U.S. team. Choose the block that works best for you, Monday–Friday:

- 4:00 AM – 1:00 PM Philippine Time (overlaps ~1:00–4:00 PM U.S. Pacific Time)
- 6:00 AM – 3:00 PM Philippine Time (overlaps ~3:00–4:00 PM U.S. Pacific Time)
- 7:00 AM – 4:00 PM Philippine Time (minimal daily overlap with U.S. hours)

Whichever block you choose, you'll also join a **1-hour founder check-in, twice a week, scheduled during U.S. Pacific working hours** (early afternoon PT) — this is the one fixed live commitment outside your regular shift if your chosen block doesn't already cover it. Outside of that, this is an autonomous role: you own your queue and don't need daily hand-holding or standing meetings.

You'll pick your initial block during onboarding. Once you've ramped up and shown you can run the role independently, there's real flexibility to adjust your hours within the daytime window to fit your life — we care about the work getting done, not watching a clock.

**WHAT YOU WILL DO**

**Client Management & Client Success**
- Serve as the operational point of contact for our growing client base — monitoring client communications, responding to routine requests, and escalating issues appropriately
- Track all active client projects — confirm we're on schedule, deliverables are moving, approvals aren't stuck, and nothing is slipping past due dates
- Support client onboarding — confirm signed contracts, prep records, set up portals, and keep the onboarding sequence on schedule
- Manage the client experience from start to finish: consolidate feedback, keep clients informed of progress, and make sure their expectations are met

**Project Management & Subcontractor Coordination**
- Manage project workflows: organize deliverables, coordinate between internal teams and subcontractors, keep projects moving without stalling
- Coordinate with our network of subcontractors (designers, writers, videographers, media buyers, etc.) — assign work, track deliverables, follow up on deadlines, and ensure quality meets client expectations
- Review subcontractor work and flag anything that needs revision before it reaches the client
- Monitor subcontractor invoices and hours — make sure delivery is tracked and payment is processed on time
- Maintain subcontractor records and W-9s for leadership's quarterly reviews

**Client Operations**
- Monitor our client portal daily — upload deliverables, track approvals, and follow up on anything overdue
- Screen and triage incoming emails — draft responses for leadership review, flag urgent items immediately
- Prepare and send approved seasonal client communications (e.g., holiday office-closure notices)
- Maintain and improve our internal SOPs as our processes evolve

**Marketing & Social Media Support**
- Schedule approved social media posts across client and company accounts — on time, every time
- Publish approved blog/newsletter posts and marketing emails
- Run light daily relationship-building engagement on LinkedIn and Instagram with aligned partners and organizations

**Business Development Support**
- Monitor outbound campaign inboxes daily and log new replies into our pipeline tracker
- Book qualified appointments for routine scheduling requests; flag anything requiring judgment to leadership
- Build prospect lists using research tools to fuel outbound campaigns

**Reporting & Coordination**
- Pull weekly status reports across client work and project delivery — flag anything behind schedule before it becomes a problem
- Bring a recommended next step whenever you flag an issue — we want solutions on your desk, not just problems

**WHAT WE ARE LOOKING FOR**

**Experience**
3+ years in Client Success, Operations, Project Management, Account Management, or Virtual Assistance — ideally supporting a U.S.-based agency, consulting firm, or client-services business. We especially value experience where you've coordinated multiple project workstreams and managed external vendors or subcontractors.

**English**
Exceptional written English is required. You will be drafting client-facing emails, portal messages, project updates, and partner engagement independently. This is how clients experience us.

**Tools**
Comfortable with Notion, Gmail, and Google Drive. Experience with CRM or lead research platforms and project management tools is a strong plus.

**Mindset**
Highly responsible and self-directed — you own your queue without needing reminders. Sharp organizational instincts — nothing falls through the cracks on your watch, whether it's a client deliverable, a subcontractor deadline, or a posting deadline. You know how to manage up and across: when you spot a problem, you come with a recommended solution. You're comfortable holding multiple workstreams — client success, project management, operations — without losing precision on any of them. You can coordinate vendors and subcontractors professionally without being heavy-handed.

**Integrity**
You will have access to sensitive client and vendor information. Confidentiality and sound judgment are essential.

**WHAT YOU WILL GAIN**

- A genuine daytime schedule — no graveyard shift — with real flexibility in your hours once you've ramped up
- Stable, long-term role with a growing U.S. firm
- Clear SOPs — you always know exactly what's expected
- A role focused on real client success and project responsibility — not just task execution
- Direct experience managing client relationships and coordinating vendor networks
- Opportunity to grow as we scale to 40+ clients
- Direct access to and mentorship from company leadership
- Work that supports organizations making a real difference

**HOW TO APPLY**

Applications without a completed intake form will not be reviewed — no exceptions.

Step 1 — Complete our application form: [mission-apply-flow.base44.app]( ---------- )

The form takes 20–30 minutes. It includes background questions and a short writing test. This is how we evaluate your English and judgment before we meet.

Step 2 — Respond to this job posting with a description of your skills and a list of relevant experience as a resume.

We review every completed application and will be in touch within 5–7 business days if we'd like to move forward.