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Operations, Client Coordination
VirtualStaff365. Monitor and reply to WhatsApp messages from clients, members, and leads within four business hours .
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates strong organizational and communication skills while managing client interactions, CRM records, and administrative tasks efficiently. Proficient in using various digital tools to enhance productivity and maintain accurate records in a fast-paced environment.
Highest-signal resume keywords
CRM ExperienceGoogle Workspace ProficiencyGenerative AI Tool UsageOrganizational SkillsClient Coordination Experience
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
CRM ManagementEmail DraftingPayment ProcessingData EntryEvent CoordinationContent CreationProcess AutomationClient OnboardingFinancial ReconciliationTask Documentation
Soft Skills
Excellent Written CommunicationAttention to DetailSound JudgmentProfessionalismIndependence
Tools & Technologies
GoHighLevelTekmatixHubSpotGoogle SheetsZapierCanvaZoomFathomWhatsAppEmail Platforms
Industry Keywords
HealthcareClinicalCoachingAustralian Business NormsClient Management
About the role
Key responsibilities & impact- Monitor and reply to WhatsApp messages from clients, members, and leads within four business hours
- Triage the central administrative inbox by acting on, forwarding, or flagging emails as appropriate
- Draft professional emails and send approved WhatsApp templates for event invites and reminders
- Log comprehensive call and session notes following every client touchpoint
- Maintain accurate CRM records by adding, updating, tagging, and segmenting contacts
- Keep sales and client pipelines completely up to date
- Manage member portal access and pull contact history reports upon request
- Prepare lead briefings prior to sales sessions
- Generate payment links, issue invoices, and process tax receipts
- Send payment reminders and follow up on overdue accounts
- Reconcile weekly payments against the CRM and highlight gaps
- Sort quarterly credit card statements and prepare weekly financial summaries
- Onboard new coaching members, including welcome emails, contract tracking, questionnaires, and portal access
- Book and send reminders for one-on-one sessions and distribute post-session summaries via Zoom or Fathom
- Track event registrations and attendance using Google Sheets
- Distribute pre-event details, venue information, certificates, feedback forms, and thank-you notes
- Coordinate sponsor details and manage digital workbook inserts
- Write daily content briefs for the video editor using AI drafting tools
- Schedule social media posts and maintain the content calendar
- Document recurring tasks into step-by-step SOPs
- Send end-of-day updates highlighting completed tasks, pending items, and decisions needed
Requirements
What you’ll need- Minimum 2 years of experience in a virtual assistant, administration, or client coordination role
- Excellent written and spoken English with the ability to write clear, warm, and professional communications independently
- Hands-on CRM experience with platforms such as GoHighLevel, Tekmatix, HubSpot, or similar
- Strong proficiency in Google Workspace including Gmail, Drive, Sheets, and Forms
- Experience using generative AI tools like Claude or ChatGPT regularly for work tasks
- Exceptional organisational skills with strong attention to detail regarding deadlines, payments, and confidential data
- Sound judgment regarding when to take independent action versus when to escalate issues
- Background or experience in healthcare, clinical, or coaching environments
- Familiarity with Australian business norms and culture
- Basic process automation skills using tools such as Zapier
- Familiarity with design platforms like Canva
Benefits
Comp & perks- Permanent work-from-home set-up
- Dayshift (Australian Eastern Standard Time business hours)
- Full-time job
- HMO (STAFF only)
- Annual leave
- 13-month pay
- With Government mandated benefits