Operations Coordinator (Job ID: MONMIC1EA)

🌟 We’re Hiring: Operations Coordinator IMPORTANT - Watch this quick Loom video on how to get hired: C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH 📋 Job Information Job Title: Operations Coordinator Job ID: MONMIC1EA Industry: Professional Services / Legal Location: LATAM / PH / South Africa Job Status: Full Time Work Schedule: Monday to Friday, 8:00am to 5:00pm - Flexible (EST); Minimum 4 hours daily overlap Compensation: $1800 to $2000 per month Target Start Date: ASAP About the Client: Our client is an innovative, modular professional services firm providing on-demand legal, HR, and finance departments in a box for high-growth startups and scaling businesses. Founded in Silicon Valley and operating fully virtual since 2017, they combine deep C-suite executive expertise with lean, modern operations. They treat their clients as true business partners and focus heavily on delivering complete customer delight. About the Role: We are seeking an ambitious, highly organized, and AI-fluent Operations-Focused Operations Coordinator on behalf of our client. This individual will own, optimize, and scale the firm's core business infrastructure and help with long-term growth. This is not a traditional administrative role—the client is looking for an analytical, proactive operational self-starter who can take direction from executive leadership, audit existing workflows, build robust Standard Operating Procedures (SOPs), leverage advanced AI tools (specifically Claude), and ultimately transition into owning end-to-end operations Key Responsibilitiies: Phase 1: Tactical Audit, Optimization & Core AI Automation (Months 1–3 / First 90 Days) Process Audit & Optimization: Map out, streamline, and capture existing internal workflows across Google Workspace and Google Docs. Core Administrative Bottlenecks: Take complete operational ownership of key internal priorities: Client and team onboarding and offboarding. Internal and client-facing timekeeping systems. Invoicing and billing administrative touchpoints. AI Implementation (Claude): Build upon established leadership Claude profiles and tone-of-voice settings to optimize daily administrative tasks, data entry, and proactive problem-solving. SOP Creation: Document every executed workflow into clean, actionable, systemized SOPs to ensure operational resilience across the entire team. Phase 2: Internal Collaboration & Real-Time Operational Visibility (Months 3–6) Internal Connectivity: Improve cross-team collaboration mechanisms for 12+ remote professionals (lawyers, HR leads, finance leads) working across shared accounts. Real-Time Dashboards: Design, build, and maintain tier-1 executive dashboards (connecting core tools/APIs or utilizing Claude-built custom interfaces) to track deliverables, milestones, team accountability, and KPIs. Bottleneck Prevention: Proactively identify project delays, off-track tasks, and sticking points before they impact client delivery or leadership visibility. Matter Segregation: configuring Google Drive so that only assigned team members have access to specific Clients/Matters. Template Repository: Gathering templates from across workspaces, organizing template folders and adding such to our AI integrations with Claude. Phase 3: Customer Experience, Packaging & Expansion Support (Months 6+) Client Interface & Single Source of Truth: Manage smooth customer-facing dashboards/portals where clients can view open matters, assignees, active NDAs/services agreements, and due dates in a clean, high-visibility layout. Client Delight & Repository Management: Ensure seamless client onboarding, automated communication flows, and secure access to document repositories. Rebrand & Expansion Support: Assist leadership with marketing logistics, brand kit implementation (using Claude Design), and messaging collateral to support company expansion and new flat-rate subscription service packaging. Key Qualifications & Non-Negotiables AI Expertise (Claude Specialist): Advanced experience using Claude (including structured prompting, using Claude as a thinking partner for problem-solving, and utilizing features like Claude Design / App Creation). Tech Ecosystem Mastery:Deep fluency in Google Workspace (Docs, Sheets, Drive, Meet). Operations & Systems Mindset: Natural instinct to document, build SOPs, optimize inefficient tasks, and eliminate redundancy. High Technical Autonomy: Ability to troubleshoot technical blockers independently via AI tools rather than escalating basic questions. Proactive & Independent Execution: High level of ownership—takes feedback constructive-first, anticipates executive needs, and works effectively without micromanagement. Communication: Exceptional verbal and written English skills with executive-level clarity and absolute discretion (handling sensitive, privi