job Title: Operations & Client Coordinator Employment Type: Full-time remote Reports To: Founder / Creative Director Role Purpose The Operations & Client Coordinator is a high-trust support role responsible for helping the founder manage the daily flow of the business. You will handle client communication, scheduling, follow-up, task coordination, and internal workflow—so the founder can focus on creative direction and strategy. This is NOT: a sales closer role, creative director role, or heavy corporate operations role. This IS: a coordination, communication, and follow-up role inside a growing founder-led creative business. Your mission: protect the founder's time and focus. Core Mission Take ownership of:Client inquiry handling Follow-up and scheduling Task tracking and coordination Internal organization Communication flow Day-to-day operational support The main value is not strategy. It is clarity, order, consistency, trust, and execution support. Main Responsibilities A. Client Communication & Inquiry Management Monitor incoming project inquiries and respond promptly using approved messaging Gather initial project details and ask qualifying questions Schedule discovery calls and maintain follow-up continuity Keep organized inquiry records and escalate high-value opportunities to the founder B. Founder Support & Coordination Organize the founder's pending tasks, deadlines, and follow-ups Send reminders on decisions, meetings, and action items Prepare summaries of client situations and next-step items C. Internal Workflow Support Follow up with team members on task progress and deadlines Maintain simple tracking systems for ongoing projects Flag delays, missing items, or unclear requirements early D. Scheduling & Calendar Support Coordinate calls, meetings, and internal check-ins Confirm attendance and resolve scheduling conflicts E. Documentation & Organization Maintain trackers for inquiries, project status, follow-ups, meeting notes, and deadlines Build repeatable systems for standard tasks and recurring coordination F. Process Discipline Create order around recurring operational tasks using templates, lists, and reminders Support consistency and accountability without becoming bureaucratic What This Role Is NOT Responsible For Final creative direction Scriptwriting or scene design Final pricing approval outside approved ranges Strategic partnerships without founder review Final negotiation of complex deals Publishing or brand direction authority This role supports the founder. It does not replace the founder's authority. Key Outcomes Expected Faster response to inquiries Less founder time spent on scattered communication Better follow-up and fewer dropped conversations Improved organization across tasks and projects Better visibility into pending items Smoother day-to-day workflow Less chaos and mental overload for the founder Required Competencies Organizational Ability – manage multiple moving parts without losing track Follow-Up Discipline – natural persistence without constant reminders Professional Communication – clear, polite, confident writing Reliability & Trustworthiness – discreet, stable, dependable Task Coordination – across clients, schedules, reminders, and internal follow-up Judgment – know when to act independently vs. escalate Calm Under Mixed Demands – handle interruptions without disorganization Required Skills Essential:Excellent English writing and communication Strong organizational skills Professional email handling Scheduling and coordination ability Follow-up discipline Good note-taking and summarization Comfort with structured task tracking Technical:Google Workspace or Microsoft Office Google Calendar Google Sheets / Excel Task/project tracking tools (Notion, Trello, Click Up, or similar) Preferred:2–5+ years in coordination, executive assistance, operations, client management, or founder support Experience in a creative business, agency, production environment, or founder-led business Familiarity with CRM or lead follow-up systems Comfort with AI tools for drafting, summarizing, and organization Experience Level2–5+ years in one or more of:Executive assistance Operations coordination Project coordination Client services Business support Founder support Account coordination You don't need a prestigious title history, but you must show maturity, ownership, and polish. Ideal Personality Profile You are:Trustworthy, discreet, calm, responsible Proactive, respectful, sharp, detail-oriented Structured, consistent, low ego Comfortable working closely with a founder Able to support without overstepping This role is NOT for you if you are:Overly passive or chaotic Careless with details Weak in communication Easily overwhelmed Too opinionated or controlling Dependent on constant hand-holding Authority & Decision Boundaries Handle independently:First replies to inquiries (approved templates) Collecting lead information Scheduling and rescheduling Standard follow-up Tracker updates Internal reminders and progress checks Escalate to founder:Unusual client requests Custom pricing exceptions Strategic partnership opportunities Sensitive communication or complex negotiations Final approvals affecting brand, money, or scope Daily & Weekly Activities Daily:Review incoming messages and inquiries Respond or draft responses Update task and lead trackers Follow up with internal and external contacts Remind founder of urgent pending items Coordinate calendars and meetings Weekly:Prepare clean summary of open items Review pending inquiries and follow-up status Identify delays or blocked tasks Ensure meetings and priorities for the week are clear KPIs (Success Measures) Response speed to inbound inquiries Number of dropped/missed follow-ups (target: near zero) Scheduling accuracy Founder time saved on coordination tasks Cleanliness of project/task tracking Quality of written communication Consistency in follow-through Success looks like:Founder feels less mentally overloaded Fewer small tasks remain stuck Client communication is organized Team follow-up improves Business runs with more calm and structure