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 handling Follow-up and scheduling Task tracking and coordination Internal organization Communication flow Day-to-day operational support The 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 messaging Gather initial project details and ask qualifying questions Schedule discovery calls and maintain follow-up continuity Keep organized inquiry records and escalate high-value opportunities to the founder B. Founder Support &Coordination Organize the founder's pending tasks, deadlines,and follow-ups Send reminders on decisions, meetings, and action items Prepare summaries of client situations and next-step items C. Internal Workflow SupportFollow up with team members on task progress and deadlines Maintain simple tracking systems for ongoing projects Flag delays, missing items, or unclear requirements earlyD. Scheduling & Calendar SupportCoordinate calls, meetings, and internal check-ins Confirm attendance and resolve scheduling conflictsE. Documentation & OrganizationMaintain trackers for inquiries, project status, follow-ups, meeting notes, and deadlines Build repeatable systems for standard tasks and recurring coordinationF. Process DisciplineCreate order around recurring operational tasks using templates, lists, and reminders Support consistency and accountability without becoming bureaucratic What This Role Is NOT Responsible ForFinal creative direction Script writing or scene design Final pricing approval outside approved ranges Strategic partnerships without founder review Final negotiation of complex deals Publishing or brand direction authority This role supports the founder. It does not replace the founder's authority.Key Outcomes Expected Fasterresponse to inquiries Less founder time spent on scattered communication Better follow-up and fewerdropped conversations Improved organization across tasks and projects Better visibility into pending items Smoother day-to-day workflow Less chaos and mental overload for the founderRequired CompetenciesOrganizational Ability – manage multiple moving parts without losing track Follow-Up Discipline – natural persistence without constant reminders Professional Communication – clear, polite, confident writing Reliability & Trustworthiness – discreet, stable, dependable Task Coordination – across clients, schedules, reminders,and internal follow-up Judgment – know when to act independently vs. escalate Calm Under Mixed Demands – handle interruptions without disorganizationRequired SkillsEssential:Excellent English writing and communication Strong organizational skills : Professional email handling Schedulingand coordination ability Follow-up discipline Good note-taking and summarization Comfort with structuredtask tracking Technical:Google Workspace or Microsoft Office Google Calendar Google Sheets / Excel Task/project tracking tools (Notion, Trello, ClickUp, or similar)Preferred:2–5+ years in coordination, executive assistance, operations, client management, or founder support Experience in a creative business, agency, production environment, or founder-led businessFamiliarity with CRMor lead follow-up systems Comfort with AI tools for drafting, summarizing, and organization Experience Level2–5+ years in one or more of:Executive assistance Operations coordination ProjectcoordinationClient services Business support Foundersupport Account coordination You don't need a prestigious title history, but you must show maturity, ownership, and polish.Ideal Personality ProfileYou are:Trustworthy, discreet, calm, responsible Proactive, respectful, sharp, detail-orientedStructured, consistent, low ego Comfortableworking closely with a founder Ableto support without overstepping Thisrole is NOT for you if you are:Overly passiveor chaotic Careless with details Weak incommunication Easily overwhelmed Too opinionated or controlling Dependent on constant hand-holding Authority & DecisionBoundariesHandle independently:First repliesto inquiries (approved templates)Collecting lead information Schedulingand rescheduling Standard follow-up Tracker up dates Internal reminders and progress checks Escalateto founder:Unusual client requests Custom pricing exceptionsStrategic partnership opportunities Sensitive communication or complex negotiations Final approvals affecting brand, money, or scopeDaily & Weekly ActivitiesDaily:Review incoming messages and inquiries Respond or draft responses Update task and lead trackers Follow up with internal and external contacts Remind founder of urgent pending items Coordinate calendars and meetings Weekly:Prepare clean summary of open items Reviewpending inquiries and follow-up status Identify delays or blocked tasks Ensure meetingsand priorities for theweek are clear KPIs (Success Measures)Response speed to inbound inquiries Number of dropped/missed follow-ups(target: near zero)Scheduling accuracy Founder time saved on coordination tasks Cleanliness of project/task tracking Quality of written communication Consistency in follow-through Success looks like:Founder feels less mentallyoverloaded Fewer small tasks remain stuck Client communication is organized Team follow-up improves Business runs with more calm and structure