[Hiring] Client Account & Operations Coordinator @HireLATAM

Role Description

Our Client is seeking a proactive, client-facing Client Account & Operations Coordinator to serve as the founder’s operational right hand. Working directly with surgeons, practice managers, and internal specialist teams, this professional will take complete ownership of day-to-day client communications, project management in Asana, vendor coordination, and knowledge extraction. Operating remotely with flexible full-time hours, this leader will audit existing workflows, convert verbal walkthroughs into written SOPs (in Slab), and run agency operations autonomously with a "proposals over questions" mindset.

Key Responsibilities

• Client Account Management & Communication:
  • Serves as the primary day-to-day contact for 8 to 10 high-value medical practice accounts via email and Zoom, responding promptly and setting clear expectations.
  • Joins client strategy calls, records comprehensive meeting notes, extracts action items, and drives post-meeting execution.
  • Leads client onboarding workflows, coordinating kickoff meetings, gathering brand assets, establishing system access, and delivering a white-glove first 30 days.
  • Coordinates client retention initiatives, tracking milestone anniversaries, organizing quarterly client gifting, and identifying potential service expansion opportunities for the founder.
• Agency Operations, PM & SOP System Building:
  • Conducts knowledge-extraction sessions with the founder, converting recorded walkthroughs into documented, repeatable SOPs within Slab to build a system-driven agency.
  • Manages the agency’s Asana ecosystem, logging client requests from shared inboxes (Front), assigning tasks, enforcing deadlines, and maintaining real-time task statuses.
  • Directs internal freelancers and external white-label vendors (PPC, SEO, web design, development), delegating tasks and holding teams accountable to delivery timelines.
  • Audits all client-facing deliverables prior to distribution, verifying copy, links, image dimensions, and overall formatting quality.
• Marketing Execution & Administrative Support:
  • Performs select recurring content deliverables, including blog topic research, uploading articles/photos to client CMS platforms, and compiling monthly performance reports in Notion.
  • Monitors retainer usage across client accounts, flagging out-of-scope requests to the founder prior to execution.
  • Prepares and delivers a weekly written operational pulse every Friday, highlighting completed deliverables, risk factors, and upcoming priorities.

Qualifications

• 5+ years of experience directly supporting U.S. or international clients within a digital marketing agency, operations coordination, or online business management (OBM) role.
• Proven track record of building operating systems, workflows, and SOPs from scratch within an unorganized or founder-dependent environment.
• Exceptional, American-style business writing and confident spoken English to communicate professionally with surgeons, practice managers, and executives.
• Hands-on fluency with Asana (or ClickUp/Monday.com), Slack, Google Workspace, Zoom, and documentation hubs (Slab/Notion).
• Practical experience working inside website CMS platforms (WordPress or similar) to upload content, alongside a solid grasp of SEO, Google Ads, and lead generation metrics.
• Demonstrated habit of bringing prioritized plans and solutions to leadership ("proposals over open questions") rather than waiting for task assignments.
• Ability to adhere to medical practice data security protocols, ensuring client information is managed strictly within company-controlled software.
• Dedicated quiet home workspace, personal computer, professional headset, backup power, and fast, reliable internet connection.

Preferred Qualifications

• Prior experience supporting clients in healthcare, plastic surgery, medical aesthetics, medspas, or wellness sectors.
• Experience coordinating white-label agency vendors, PPC/SEO specialists, and external developers.
• Familiarity with shared inbox platforms (Front), documentation tools (Slab), and client reporting tools (Notion).

Benefits

• $2,300 – $2,800 USD monthly salary paid directly in USD.
• Direct collaboration with the CEO of an established, highly specialized Beverly Hills agency.
• Schedule flexibility structured around deliverable completion and meeting overlap.
• Dedicated full-time contractor engagement executed remotely from Latin America.