VirtualStaff365 is a Melbourne-based virtual staffing and HR technology company that helps Australian businesses access offshore support from teams in the Philippines and South Africa. Its outsourcing services cover functions such as customer service, data entry, graphic design, web development, and software development, giving businesses flexible support for day-to-day operations and growth. VirtualStaff365’s hiring context spans client service, administration, creative work, and technical delivery within a B2B staffing model.
Operations and Client Coordination Specialist - Remote Philippines
Coordinate client communications, CRM administration, payments, events, and member support for a dental and healthcare coaching consultancy. Help keep daily operations organized while supporting client service and business growth.
Description
- Respond to client, member, and lead messages on WhatsApp within four business hours
- Review the shared administrative inbox and take appropriate action, forward messages, or flag issues
- Prepare professional emails and send approved WhatsApp templates for event invitations and reminders
- Record detailed notes after each client call and session
- Update, tag, add, and segment contacts to keep CRM data accurate
- Maintain current sales and client pipeline records
- Administer member portal access and provide contact history reports when requested
- Compile lead briefings before sales sessions
- Create payment links, issue invoices, and process tax receipts
- Send payment reminders and follow up on outstanding balances
- Reconcile weekly payments with CRM records and identify discrepancies
- Organize quarterly credit card statements and produce weekly financial summaries
- Onboard new coaching members through welcome communications, contract tracking, questionnaires, and portal setup
- Schedule one-on-one sessions, send reminders, and distribute post-session summaries through Zoom or Fathom
- Record event registrations and attendance in Google Sheets
- Share pre-event information, venue details, certificates, feedback forms, and follow-up thank-you messages
- Coordinate sponsor information and oversee digital workbook inserts
- Prepare daily video content briefs for the editor with support from AI drafting tools
- Schedule social media content and manage the content calendar
- Convert recurring responsibilities into clear, step-by-step SOPs
- Provide end-of-day reports covering completed work, outstanding tasks, and decisions requiring input
Requirements
- At least two years of experience in virtual assistance, administration, or client coordination
- Strong written and spoken English, with the ability to independently produce clear, warm, professional communications
- Practical CRM experience with GoHighLevel, Tekmatix, HubSpot, or a comparable platform
- Advanced working knowledge of Google Workspace, including Gmail, Drive, Sheets, and Forms
- Regular professional use of generative AI tools such as Claude or ChatGPT
- Highly organized and detail-oriented when managing deadlines, payments, and confidential information
- Good judgment about when to act independently and when to escalate an issue
- Experience or professional background in healthcare, clinical, or coaching settings
- Understanding of Australian business practices and workplace culture
- Basic process automation experience with tools such as Zapier
- Familiarity with design tools such as Canva
Benefits
- Permanent work-from-home arrangement
- Day-shift schedule aligned with Australian Eastern Standard Time business hours
- Full-time employment
- Staff-only HMO coverage
- Annual leave
- 13th-month pay
- Government-mandated benefits