Online Business Project Coordinator

For Health Coaching / Online Education Brand
Paid Mini Test ? Long-Term Part-Time Role

I’m looking for a highly organized online business project coordinator to help me organize the online coaching / online education side of my business.

This is a project-management-heavy role with marketing and funnel awareness. I am not looking for someone to only schedule posts or complete random admin tasks. I need someone who can help organize moving pieces, track projects, coordinate with my copywriter and clinic coordinator, manage documents, map funnels, and help me turn scattered ideas into clear, executable steps.

I run an established in-person acupuncture / Chinese medicine clinic, and I’m slowly building the online coaching / online education side of my business.

I’m also a full-time clinician, busy mom to a 2 year old, creative business owner/online content creator, and I have ADHD, so I often have a lot of ideas moving at once. At the same time, I’m building this in a realistic season of life. I am not looking for someone who pushes me to move faster just for the sake of moving fast. I need someone who can help me capture my ideas, organize them, prioritize what matters, and turn them into clear next steps without making everything feel urgent or overwhelming and I can take better action. My focus these days is everywhere, so keep me in check.

This role will start small because the online side of the business is still in the startup / buildout phase. I’m being thoughtful with budget and capacity, but I am looking for someone long-term. If the fit is strong and the online business grows, this role can grow in hours, responsibility, and pay over time.

About the Role

I’m one online creator / founder building the online education and coaching side of my business while still running my in-person clinic.

This is not a big corporate team or a fully built-out company with perfect systems. It’s me, my ideas, my content, my offers, and a small support team around me.

You’ll be working closely with me side by side, helping me organize the moving pieces, capture ideas, track next steps, and make sure things don’t fall through the cracks.

I need someone who is comfortable over-communicating in a helpful way. I would rather you ask, clarify, confirm, and update me than quietly disappear or assume.

A big part of this role is helping me take what’s in my head and turn it into something visible, organized, and actionable.

This could look like:

Listening to a Loom or voice note and turning it into a clean plan
Organizing scattered Google Docs across different accounts
Finding duplicate files and recommending the master version
Creating project trackers
Coordinating with my copywriter
Touching base with my clinic coordinator when needed
Checking what still needs my decision
Reminding me what’s pending
Helping me prioritize what actually matters next
About the Stage of the Business

This role is for someone who is comfortable joining during the startup / buildout phase of the online side of my business.

My in-person clinic is established, but the online coaching / online education side is still being built. That means the systems are not perfect yet. Some documents live in different Google Drives. Some projects are still in idea form. Some funnels are still being mapped. My signature system and coaching container are still being organized.

That is part of why I’m hiring.

I need someone who is not intimidated by a business that is still taking shape. I need someone who can help bring structure, clarity, and follow-through while things are being built.

This is not a polished corporate role where everything is already systemized. This is a chance to help build the operating system of a growing online health coaching / education brand from the ground up.

I already have support from a copywriter and clinic coordinator, and this role will involve helping coordinate between people, projects, tools, documents, and ideas.

The role will start lean, around 5–10 hours per week, because I am being thoughtful with budget and capacity. But I am looking for someone long-term. If the fit is strong and the online business grows, there is room for this role to grow in hours, responsibility, and pay over time.

Who I’m Looking For

You are not just a task-taker.

You are a systems thinker, strong communicator, and organized follow-through person. You can take a messy brain dump and turn it into a clean plan, project tracker, funnel map, folder system, or task list.

You are proactive. You notice what’s missing. You follow up without being asked. You over-communicate in a helpful way. You can manage up and keep me updated without me having to chase you.

I need someone who can help organize the chaos without killing the creativity.

Personality-wise, I’m looking for someone warm, steady, intuitive, organized, and marketing-minded. Someone who can bring calm to the chaos, help me see the big picture, and keep things moving without adding pressure. Tell me when things are time sensitive and what I need to get ahead of. I want to be able to turn off from work at times to be a present mom because you are handling it.

Experience with online health coaches, online educators, wellness brands, course creators, or service-based online businesses is strongly preferred.

This Role Is For Someone Who Can Help With
Project Management & Online Operations

You will help organize the online side of the business so projects do not live only in my brain.

This may include:

Turning messy ideas, Loom videos, voice notes, and brain dumps into organized plans
Creating and updating project trackers
Mapping out what exists, what is missing, and what needs attention
Keeping projects moving across the team
Tracking deadlines, owners, links, assets, and next steps
Following up with me and other tea ---------- mbers when something is pending
Creating simple SOPs and repeatable workflows
Helping me see the big picture so I can execute
Giving me simple updates on what is done, what is missing, and what needs my decision
Google Drive / Document Organization

A big part of this role will be helping me organize documents across multiple Google Drives and email accounts.

Some of my materials currently live in my personal email, some in my social media / online business email, and some in my clinic email. I also have duplicate documents because I’m building this business while in a mentorship and while running my clinic.

I need someone who can help audit where everything lives, identify duplicates, recommend the correct “source of truth,” organize files into clean folders, and create a system so future documents are easier to find.

This may include:

Auditing Google Drive folders across multiple accounts
Identifying duplicate documents
Creating a master document inventory
Recommending which version should become the master file
Creating a clean folder structure for the online coaching / education business
Separating clinic, social media, and coaching offer materials
Creating archive folders instead of deleting files
Linking important documents into a master tracker
Coordinating with my copywriter to make sure copy docs, emails, landing pages, and launch assets are saved and tracked correctly
Helping organize my signature system / coaching framework so I can see the big picture and finish building it

Important: I do not want files deleted without approval. I prefer archiving and reviewing before anything is removed.

Signature System / Coaching Container Organization

I’m still building out my signature system, coaching container, and step-by-step process for the online side of the business.

I need help organizing my ideas into a visible structure.

This may include helping me organize:

Core promise
Ideal client
Signature method / framework
Step-by-step process
Client journey
Program modules
Worksheets and homework
Client resources

Email and sales copy
Questions that need my decision

You do not need to create my intellectual property for me. I need someone who can help me organize my thoughts, documents, and ideas so I can actually finish building the offer.

Marketing & Funnel Systems

You should understand online health coaching, online education, funnels, lead magnets, emails, and content flow.

You will help with:

Mapping funnels and customer journeys
Checking that social media CTAs connect to the right ManyChat flow, lead magnet, email sequence, and offer
Reviewing email sequences to make sure everything is complete and ready to go
Making sure emails are uploaded correctly in Kit / ConvertKit
Eventually helping with GoHighLevel / GHL setup and organization once I move into that platform
Checking subject lines, preview text, links, buttons, tags, triggers, automations, and delivery flows
Flagging missing links, broken steps, unclear CTAs, or gaps in the customer journey
Updating me with what is done, what is missing, what needs my decision, and what has already been followed up on

My copywriter may create the emails and landing page copy, but you will help make sure everything is complete, organized, uploaded, connected, tested, and ready to go.

I need someone who can tell me:

“Here’s what’s done. Here’s what’s missing. Here’s what needs your decision. Here’s what I already followed up on.”

Social Media Operations

You will not be responsible for being the entire creative strategist, but you may help organize and manage the backend of social content.

This may include:

Organizing content ideas, captions, hooks, video files, B-roll, thumbnails, and assets
Keeping the content calendar updated
Tracking what has been filmed, edited, posted, scheduled, or repurposed
Making sure social captions and CTAs match the correct link, keyword, lead magnet, or funnel
Coordinating with my copywriter, video editor, designer, or other tea ---------- mbers
Helping ensure content connects to email list growth, lead magnets, and offers
Helping organize social media workflows so content does not get lost
Future Client Delivery Systems

I am building a future online coaching offer, so I also need help organizing the backend for future coaching clients.

This may include:

Creating organized Google Drive / Dropbox folder structures for future coaching clients
Building a repeatable client folder template
Creating systems for intake forms, assessments, session notes, action plans, client resources, and progress tracking
Organizing client-facing vs. internal folders
Creating file naming conventions
Creating a master client tracker
Helping document the client onboarding and delivery process

The goal is to make sure future coaching clients have a clean, professional backend experience and that nothing gets lost.

Team Coordination

You will coordinate with:

My copywriter, who is very organized and owns much of the copy / messaging flow
My clinic coordinator, who supports the in-person clinic side
Other contractors such as editors, designers, or VAs as needed

You should be comfortable checking in, clarifying next steps, documenting decisions, and making sure nothing falls through the cracks.

Must-Have Experience

Please only apply if you have experience with:

ManyChat
Kit / ConvertKit
GoHighLevel / GHL experience, even though I do not currently have GHL yet
Online health coaching, online education, course creators, wellness brands, or service-based online businesses
Google Drive / Google Docs organization
Project management or operations coordination

You do not need to be a world-class expert in every tool, but you must understand how funnels, email systems, automations, tags, links, lead magnets, and customer journeys connect.

Helpful Experience

Experience with any of the following is a plus:

Zapier
----------
Payhip
Kajabi, ThriveCart, or membership platforms
Squarespace or WordPress
Notion, ClickUp, Trello, Asana, or Google Sheets
Google Drive / Dropbox
Canva
Metricool or social scheduling tools
Instagram, Facebook, TikTok, YouTube Shorts
Loom
AI tools like ChatGPT, Claude, or similar
You’re a Great Fit If
You are hyper-detail-oriented
You are proactive, not reactive
You communicate clearly and consistently
You can manage up and follow up with me when needed
You are comfortable with a creative, ADHD business owner
You can take messy information and organize it
You notice missing pieces before I do
You understand funnels, lead generation, and online education
You are comfortable documenting systems
You can work independently after receiving context
You are looking for a long-term role that can grow over time
You can help create calm and clarity, not more pressure
You enjoy helping founders organize the messy middle
This Is Not a Fit If
You need constant direction to stay on task
You disappear when things get quiet
You say yes to everything but do not follow through
You wait for every tiny instruction before taking action
You are uncomfortable working with imperfect information
You struggle to communicate clearly
You only want simple admin tasks
You have no experience with ManyChat, Kit / ConvertKit, or GHL
You are not comfortable coordinating with other tea ---------- mbers
You need everything to already be perfectly organized before you can help
You only want to join a business where all systems are already fully built and documented
Paid Mini Test

This role starts with a small paid mini test.

Pay: $20 fixed
Deadline: 24 hours after receiving materials
Format: Google Doc preferred
Logins: No logins required for the test

I will send you a short Loom video and/or short business overview where I explain the current state of my online business, what I’m building, and what feels messy.

Please watch the Loom and create one simple Google Doc with:

A clean summary of what you understand
The main projects / moving pieces you heard
A simple project tracker or priority list
Anything that sounds missing, unclear, duplicated, disconnected, or at risk of being dropped
The questions you would ask me next
A sample weekly update you would send me if you were managing this ongoing

I do not need a complicated system. I want to see how you think, organize, communicate, and bring clarity to messy information.

Part of this test is seeing how well you can work with imperfect information, organize the chaos, and tell me what needs to happen next.

Ongoing Role & Pay

If the paid mini test goes well, this can grow into an ongoing part-time role.

Starting structure:

5–10 hours/week to start
$7-10/hr depending on experience
Potential to grow to 10–20 hours/week
Potential rate increase as ownership grows

This role will start small because I am still figuring out exactly what support I need. But if the person is a strong fit, organized, proactive, and truly helps me move forward with less mental overwhelm, I would love for this to become a long-term role.

To Apply

Put the word FLOWER in your subject line. If it’s missing, your application will not be reviewed.

Please send a 2–3 minute talking head video using Loom or a similar tool. Include your Loom link directly in your application message.

In your video, please cover as much as you can:

Who you are and something personal about you
Your experience with ManyChat, Kit / ConvertKit, and GHL
Your experience with online health coaching, online educators, course creators, or wellness brands
Your experience organizing Google Drive / Google Docs, project trackers, or messy business systems
How you use AI in your work and where you draw the line
Why this role interests you
An example of a time you took messy information and turned it into an organized system, tracker, funnel map, folder structure, or plan
What you love to do for fun!
Your hourly rate and weekly availability

Applications without a video will not be considered.