Operations, Client Coordination

Job not on LinkedIn

🔥 8 minutes ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟢 Junior

🟡 Mid-level

⚙️ Operations

🚫👨‍🎓 No degree required

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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VirtualStaff365

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2009

🤝 B2B

☁️ SaaS

👥 HR Tech

B2B • SaaS • HR Tech

VirtualStaff365 is a Melbourne-based company specializing in virtual staff outsourcing solutions. They help Australian businesses save time and reduce staffing costs by providing professional and cost-effective offshore staffing solutions from the Philippines and South Africa. VirtualStaff365 offers a wide range of virtual assistant services, including customer service, data entry, graphic design, web and software development, and more. Their solutions enable businesses to increase operational efficiency and scale quickly while offering a no-risk guarantee.

📋 Description

• 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

• 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

• 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