Operations Coordinator (Job ID: MONMIC1EA)

We’re Hiring: Operations Coordinator

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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 Responsibiliti ies:

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, privileged legal and financial data with high professionalism).

Submit your application today and take the first step toward your next great opportunity!