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🚀 JOB TITLE: Operations Coordinator (Growth Track to Operations Manager)
🆔 JOB ID: LILKYL1
🏭 INDUSTRY: Professional Organizing & Lifestyle Services
📍 LOCATION: LATAM / South Africa / Egypt
💼 JOB STATUS: Part Time (20 Hours per Week) with a Growth Path to Full Time
🕒 WORK SCHEDULE: Monday to Friday | 4 Hours per Day between 9:00 AM – 4:00 PM PST (Occasional Flexibility for Meetings Outside Business Hours)
💵 SALARY: Starting at $8 USD per hour (Higher Compensation May Be Considered for Exceptional Candidates)
📅 TARGET START DATE: Approximately 6 Weeks (Flexible for the Right Candidate; May Extend to 60–90 Days)

⚠️ PLEASE NOTE: This is not a traditional administrative role. We are looking for a highly organized, proactive operations professional who loves building systems, improving processes, solving problems, and helping a creative founder turn ideas into organized execution. This position offers a clear growth path into an Operations Manager role over the next 1–3 years.

ROLE OVERVIEW

About the Client

Our client is a growing professional organizing and lifestyle transformation company that helps individuals and families create more functional, organized, and intentional homes through decluttering, organization, systems design, and coaching.

Their clients include busy professionals, parents, entrepreneurs, and individuals with ADHD who want spaces that better support the lives they want to live. The company believes organization is about far more than tidy spaces—it creates freedom, peace, and possibility.

As the business continues to grow, they are looking for someone with exceptional executive functioning who enjoys bringing structure to complexity and helping a highly creative founder turn ideas into reality. This is an opportunity to become a key operational partner within a purpose-driven company where your work will directly impact long-term growth.

About the Role

The Operations Coordinator will become the founder's trusted operational partner, helping build the systems, processes, and infrastructure needed to support continued business growth.

This role is designed for someone who wants to grow into an Operations Manager over the next 1–3 years, eventually overseeing company operations, client experience, projects, systems, and team coordination.

The ideal candidate is proactive, resourceful, highly organized, and naturally anticipates challenges before they arise. Rather than simply identifying problems, you enjoy presenting solutions and taking ownership of execution.

KEY RESPONSIBILITIES

1. Project Management

• Track active projects, timelines, deliverables, and priorities
• Maintain and organize Trello project boards
• Coordinate operational tasks across multiple initiatives
• Monitor deadlines and ensure projects remain on schedule
• Maintain organized project documentation
• Coordinate special projects from planning through execution
• Support strategic business growth initiatives

2. Operations

• Identify opportunities to improve workflows and business processes
• Build scalable systems that improve efficiency and consistency
• Create, document, and continuously improve Standard Operating Procedures (SOPs)
• Coordinate vendors, purchases, deliveries, and service providers
• Conduct research on products, vendors, and business initiatives
• Present recommendations that support informed decision-making
• Assist with implementing new operational systems and improvements

3. Client Experience

• Manage client communication from initial inquiry through project completion
• Respond promptly to client emails and routine inquiries
• Follow up with leads, prospects, and existing clients
• Send onboarding materials, agreements, reminders, and documentation
• Maintain organized client communication records
• Coordinate onboarding activities
• Deliver thoughtful follow-up that creates exceptional client experiences

4. Executive Support

• Manage business and personal calendars
• Schedule meetings, consultations, appointments, and events
• Coordinate schedules across multiple stakeholders
• Handle appointment confirmations and rescheduling
• Prevent scheduling conflicts and maximize calendar efficiency
• Provide executive administrative support as needed

5. Team Coordination

• Coordinate schedules and assignments for team members
• Track team availability and resource allocation
• Support onboarding and training activities
• Facilitate communication between leadership and team members
• Assist with future team growth and operational scaling

6. Marketing Support

• Track leads, consultations, proposals, and conversion activities
• Follow up with prospective clients
• Coordinate social media publishing
• Repurpose existing content
• Create and update simple Canva graphics
• Collect testimonials, photos, and marketing assets
• Coordinate podcast appearances and PR outreach
• Perform basic website content updates

7. Financial Administration

• Generate and distribute invoices
• Track incoming payments and outstanding balances
• Monitor and categorize business expenses
• Maintain organized financial records
• Prepare documentation for accounting review
• Assist with profitability tracking and reporting

8. Personal Assistant Support

• Coordinate travel arrangements and personal appointments
• Manage family scheduling, household logistics, and personal administrative tasks
• Coordinate vendors, deliveries, repairs, and household projects
• Track important deadlines and commitments
• Conduct research related to personal and household needs
• Help the founder stay focused on high-value strategic work

QUALIFICATIONS & SKILLS

Must Have

• 3+ years of experience in:
        > Operations Coordination
        > Executive Assistance
        > Project Coordination
        > Administrative Management
• Excellent written and verbal English communication skills
• Exceptional organizational and time management abilities
• Experience managing calendars, schedules, and competing priorities
• Proficiency with Google Workspace
• Experience using project management and collaboration tools
• Strong attention to detail and follow-through
• Ability to work independently with minimal supervision
• Experience handling confidential information professionally
• Comfortable learning new technology quickly

Preferred

• Experience supporting founders, executives, or small business owners
• Experience working with ADHD founders
• Experience supporting coaches, consultants, or service-based businesses
• Experience using CRM and lead management platforms
• Familiarity with Canva and social media scheduling tools
• Experience updating website content
• Basic bookkeeping, invoicing, or financial administration experience
• Experience creating Standard Operating Procedures (SOPs)
• Background in operations, client services, or business administration
• Experience working within entrepreneurial or growing organizations

PERSONALITY TRAITS

• Highly organized with exceptional executive functioning
• Proactive and self-motivated
• Resourceful and solutions-driven
• Strong ownership mentality
• Calm under pressure
• Enjoys building systems and improving processes
• Comfortable giving constructive upward feedback
• Naturally notices details others miss
• Curious with a continuous learning mindset
• Balances structure with flexibility
• Comfortable navigating ambiguity and changing priorities
• Professional, warm, and client-focused
• Excellent critical thinking and problem-solving skills
• Consistently follows through on commitments
• Excited to grow alongside a scaling business

WHAT SUCCESS LOOKS LIKE

✅ Clients receive timely, thoughtful, and professional communication

✅ Projects remain organized and consistently meet deadlines

✅ Business systems become increasingly documented, scalable, and repeatable

✅ The founder spends more time on coaching, strategy, and client relationships instead of administration

✅ The business becomes more efficient, organized, and scalable every month

WHY JOIN?

Clear Career Growth:
This role is intentionally designed to grow into an Operations Manager position over the next 1–3 years.

Make a Meaningful Impact:
Help build systems that create lasting improvements for both the business and its clients.

Purpose-Driven Work:
Support a company dedicated to helping people create more organized, peaceful, and intentional lives.

Collaborative Environment:
Work directly alongside a creative founder who values initiative, ownership, and continuous improvement.

✨ Join a growing network of exceptional remote professionals

📩 Submit your application today and take the next step in your career!