Operations & Client Coordination Associate

Role Summary

We are looking for a highly organised, proactive, and communication-driven Operations & Client Coordination Associate to support day-to-day execution across client work, internal teams, and founder-led communication. This role is both operational and client-facing, requiring strong ownership, attention to detail, and the ability to manage multiple moving parts at once.

The ideal candidate should be comfortable working across front-end client interactions and internal execution workflows, ensuring that tasks are captured, tracked, followed up, and delivered on time. This person will act as a key coordination point between clients, leadership, and internal teams such as design, marketing, and sales.

Key Responsibilities

• Track incoming emails, messages, and founder/client updates, and convert them into actionable tasks in ClickUp or the relevant project management system.
• Maintain task context, status updates, and follow-up history so all stakeholders have clear visibility.
• Attend client meetings with the founder to capture requirements, meeting notes, action items, and next steps.
• Ensure all client requirements are properly understood, documented, and communicated to the relevant internal teams.
• Coordinate with design, marketing, sales, and other teams to ensure timely execution of deliverables.
• Monitor weekly client deliverables, deadlines, blockers, and pending approvals.
• Follow up internally and externally to keep projects moving and ensure nothing is missed.
• Identify risks, delays, or gaps in delivery and proactively work toward resolution.
• Maintain strong communication across teams so the founder is not required to track every detail manually.
• Support general operational work as needed to improve process flow, accountability, and execution quality.

Required Skills and Qualifications

• 2+ years of experience in operations, client coordination, project coordination, Virtual Assistance or a similar role.
• Strong communication skills, both written and verbal.
• Excellent attention to detail and strong memory for context, follow-ups, and action points.
• Ability to stay organized while handling multiple clients and priorities simultaneously.
• Comfortable working in a fast-moving environment with shifting priorities.
• Good judgment, initiative, and the ability to think independently.
• Strong ownership mindset and a proactive approach to problem-solving.
• Ability to work closely with leadership and internal teams with professionalism.

Preferred Traits

• Highly dependable and responsive.
• Calm under pressure.
• Good at listening, note-taking, and converting conversation into action.
• Comfortable with both operations and communication-heavy work.
• Experience using ClickUp or similar task/project management tools.
• Able to manage ambiguity and bring structure to incomplete information.

What Success Looks Like

• Tasks are captured accurately and nothing falls through the cracks.
• Client requirements are clearly understood and communicated.
• Internal teams receive timely updates and context.
• Deliverables are tracked properly and deadlines are met.
• Founder has confidence that coordination is being managed reliably.
• Clients feel heard, supported, and updated throughout the process.

Final note:

This is a high-ownership role for someone who enjoys coordination, communication, and making sure work gets executed smoothly across teams and clients