job Title: Operations & Client CoordinatorEmployment Type: Full-time remoteReports To: Founder / Creative DirectorRole PurposeThe 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 MissionTake ownership of:Client inquiry handlingFollow-up and schedulingTask tracking and coordinationInternal organizationCommunication flowDay-to-day operational supportThe main value is not strategy. It is clarity, order, consistency, trust, and execution support.Main ResponsibilitiesA. Client Communication & Inquiry ManagementMonitor incoming project inquiries and respond promptly using approved messagingGather initial project details and ask qualifying questionsSchedule discovery calls and maintain follow-up continuityKeep organized inquiry records and escalate high-value opportunities to the founderB. Founder Support & CoordinationOrganize the founder's pending tasks, deadlines, and follow-upsSend reminders on decisions, meetings, and action itemsPrepare summaries of client situations and next-step itemsC. Internal Workflow SupportFollow up with team members on task progress and deadlinesMaintain simple tracking systems for ongoing projectsFlag delays, missing items, or unclear requirements earlyD. Scheduling & Calendar SupportCoordinate calls, meetings, and internal check-insConfirm attendance and resolve scheduling conflictsE. Documentation & OrganizationMaintain trackers for inquiries, project status, follow-ups, meeting notes, and deadlinesBuild repeatable systems for standard tasks and recurring coordinationF. Process DisciplineCreate order around recurring operational tasks using templates, lists, and remindersSupport consistency and accountability without becoming bureaucraticWhat This Role Is NOT Responsible ForFinal creative directionScriptwriting or scene designFinal pricing approval outside approved rangesStrategic partnerships without founder reviewFinal negotiation of complex dealsPublishing or brand direction authorityThis role supports the founder. It does not replace the founder's authority.Key Outcomes ExpectedFaster response to inquiriesLess founder time spent on scattered communicationBetter follow-up and fewer dropped conversationsImproved organization across tasks and projectsBetter visibility into pending itemsSmoother day-to-day workflowLess chaos and mental overload for the founderRequired CompetenciesOrganizational Ability – manage multiple moving parts without losing trackFollow-Up Discipline – natural persistence without constant remindersProfessional Communication – clear, polite, confident writingReliability & Trustworthiness – discreet, stable, dependableTask Coordination – across clients, schedules, reminders, and internal follow-upJudgment – know when to act independently vs. escalateCalm Under Mixed Demands – handle interruptions without disorganizationRequired SkillsEssential:Excellent English writing and communicationStrong organizational skillsProfessional email handlingScheduling and coordination abilityFollow-up disciplineGood note-taking and summarizationComfort with structured task trackingTechnical:Google Workspace or Microsoft OfficeGoogle CalendarGoogle Sheets / ExcelTask/project tracking tools (Notion, Trello, ClickUp, or similar)Preferred:2–5+ years in coordination, executive assistance, operations, client management, or founder supportExperience in a creative business, agency, production environment, or founder-led businessFamiliarity with CRM or lead follow-up systemsComfort with AI tools for drafting, summarizing, and organizationExperience Level2–5+ years in one or more of:Executive assistanceOperations coordinationProject coordinationClient servicesBusiness supportFounder supportAccount coordinationYou don't need a prestigious title history, but you must show maturity, ownership, and polish.Ideal Personality ProfileYou are:Trustworthy, discreet, calm, responsibleProactive, respectful, sharp, detail-orientedStructured, consistent, low egoComfortable working closely with a founderAble to support without oversteppingThis role is NOT for you if you are:Overly passive or chaoticCareless with detailsWeak in communicationEasily overwhelmedToo opinionated or controllingDependent on constant hand-holdingAuthority & Decision BoundariesHandle independently:First replies to inquiries (approved templates)Collecting lead informationScheduling and reschedulingStandard follow-upTracker updatesInternal reminders and progress checksEscalate to founder:Unusual client requestsCustom pricing exceptionsStrategic partnership opportunitiesSensitive communication or complex negotiationsFinal approvals affecting brand, money, or scopeDaily & Weekly ActivitiesDaily:Review incoming messages and inquiriesRespond or draft responsesUpdate task and lead trackersFollow up with internal and external contactsRemind founder of urgent pending itemsCoordinate calendars and meetingsWeekly:Prepare clean summary of open itemsReview pending inquiries and follow-up statusIdentify delays or blocked tasksEnsure meetings and priorities for the week are clearKPIs (Success Measures)Response speed to inbound inquiriesNumber of dropped/missed follow-ups (target: near zero)Scheduling accuracyFounder time saved on coordination tasksCleanliness of project/task trackingQuality of written communicationConsistency in follow-throughSuccess looks like:Founder feels less mentally overloadedFewer small tasks remain stuckClient communication is organizedTeam follow-up improvesBusiness runs with more calm and structure