Client Operations – Admin Coordinator

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RunRemote

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

🤝 B2B

Recruitment • B2B

RunRemote is a recruitment partner that helps companies hire top-rated remote professionals from the Philippines. The firm sources, thoroughly vets, and interviews candidates to present a short list of full‑time hires who work directly for the client, promising significant cost savings (around 70%) and typically placing candidates within 3–4 weeks. RunRemote charges a one-time success fee, offers ongoing support and a 90‑day guarantee, and focuses on roles across sales & marketing, operations, finance, customer experience, HR and design.

📋 Description

• Coordinate the end-to-end client onboarding process. • Prepare and issue engagement letters. • Follow up with clients to ensure signed agreements are returned promptly. • Coordinate onboarding activities before internal handover. • Create and maintain accurate onboarding records. • Ensure all onboarding requirements are completed before work commences. • Maintain HubSpot and monday.com as the company's operational source of truth. • Keep customer records, pipelines, and workflow stages accurate and up to date. • Maintain accurate CRM data, tagging, contact lists, and operational records. • Update client, onboarding, and payment statuses across systems. • Ensure operational data remains organised and reliable. • Enhance operational workflows to support business growth. • Coordinate invoices through Xero and Stripe. • Monitor outstanding invoices and payments. • Manage payment plans and deferred payment arrangements. • Follow up on overdue payments. • Update payment statuses across internal systems. • Manage HubSpot email campaigns and communications. • Generate campaign performance reports. • Support webinars and workshops, including attendee communications and follow-ups. • Prepare and coordinate newsletters and technology updates. • Identify opportunities to better utilise HubSpot. • Manage recurring administrative tasks. • Organise and maintain documents in SharePoint. • Format client-facing documents and internal materials. • Coordinate internal documentation. • Track action items and follow-ups. • Provide day-to-day administrative support. • Identify workflow inefficiencies. • Recommend workflow enhancements and automation opportunities. • Optimise HubSpot workflows. • Create and maintain SOPs and process documentation. • Support operational scaling initiatives. • Drive continuous operational improvements.

🎯 Requirements

• 3+ years of experience as an Executive Assistant, Operations Coordinator, Operations Assistant, or Administrative Coordinator. • Proven experience supporting founders, executives, or leadership teams in an Executive Assistant, Operations Coordinator, or similar capacity. • Experience working with international clients and distributed teams is highly preferred. • Demonstrated ability to manage multiple priorities, deadlines, and competing tasks while maintaining a high level of accuracy and organisation. • Strong proficiency using the following business systems: HubSpot, monday.com, Xero, Stripe, Microsoft Office, Google Workspace, SharePoint. • Detail-oriented, commercially aware, systems-minded, and proactive. • Comfortable working independently while collaborating closely with founders and leadership. • Confident communicator who isn't afraid to ask questions, provide suggestions, or respectfully challenge ideas when appropriate. • Adaptable, with the ability to thrive in a startup environment and a willingness to wear multiple hats while growing alongside the business.