Operations & Systems Coordinator (Virtual Assistant – CRM, Billing & Automation)

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: TYPE OF WORK

Part Time

: SALARY

$5 - $7/hour

: HOURS PER WEEK

25

: DATE UPDATED

Apr 22, 2026

JOB OVERVIEW

Role Overview
This is not a basic assistant role.
We are looking for someone who can manage systems, organize workflows, support leadership, and ensure accuracy across operations. This role combines operations coordination, CRM management, billing support, and executive assistance.

You will play a key role in helping our organization run smoothly, stay organized, and scale efficiently.

Key Responsibilities
CRM & Systems Management (CORE FUNCTION)
Manage and maintain CRM systems ( ---------- )
Ensure all data is accurate, complete, and up to date
Track client/referral information and service flow
Audit systems regularly for missing or incorrect data

Referral Tracking & Intake Pipeline
Log and track incoming referrals
Monitor referral status (received ? assigned ? scheduled ? active ? closed)
Track referral sources for reporting and relationship building
Flag delays in follow-up or scheduling

Billing & Invoice Preparation
Review staff monthly reports / progress notes
Extract service data (dates, hours, services)
Prepare accurate monthly invoices using templates
Ensure reports are complete and ready for billing
Assist with organizing EAP billing data (training provided)

Email & Executive Support
Manage and organize email inbox (labels, prioritization, follow-ups)
Draft and respond to emails on behalf of leadership (as needed)
Track important communications and ensure follow-ups are completed
Assist with calendar management and scheduling

Document Management & E-Signature Setup
Convert documents into digital forms and e-signature documents
Set up and manage document workflows (DocuSign or similar tools)
Maintain organized document storage and easy access

Task Tracking, Follow-Ups & Compliance
Maintain a task and deadline tracking system
Send reminders and follow-ups to staff
Escalate overdue items when necessary
Track staff report completion and required documents

Systems & Automation (IMPORTANT)
Build and manage automations in ---------- (task reminders, overdue notifications, workflow updates)
Improve workflows and suggest process improvements
Help create and maintain simple SOPs (process guides)

Organization & File Management
Organize Google Drive and internal systems
Maintain clear folder structures and naming conventions

Newsletter & Content Coordination
Gather program updates and organize content for monthly newsletters

Meeting & Administrative Support
Prepare meeting agendas and materials
Assist with scheduling and coordination

Metrics, Dashboards & Reporting
Track key data (referrals, services, workflow status)
Maintain simple dashboards for visibility
Provide weekly operations summary:
completed tasks, pending items, overdue items. key issues needing attention

Requirements
Experience with CRM or project management tools ( ---------- , etc.)
Experience with invoices, billing support, or financial tracking
Strong attention to detail and accuracy (especially with numbers)
Excellent written English communication
Highly organized and able to manage multiple workflows
Experience with automation tools or workflow systems is a strong plus
Ability to work independently and take initiative
Comfortable with Google Workspace (Docs, Sheets, Drive)

SKILL REQUIREMENT

CRM Operation Management Executive Assistance

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Operations & Systems Coordinator (Virtual Assistant – CRM, Billing & Automation)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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