Virtual Operations Coordinator – Systems, Projects & Follow-Up | Part-Time | Remote

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TYPE OF WORK

Any

SALARY

$7

HOURS PER WEEK

30

DATE UPDATED

Jul 11, 2026

JOB OVERVIEW

Virtual Operations Coordinator – Systems, Projects & Follow-Up | Part-Time | Remote
Location: Remote, Philippines-based preferred
Schedule: Approximately 30 hours/week to start
Work Hours: Must have overlap with U.S. business hours
Compensation: $7 USD/hour
Type: Long-Term | Part-Time with Potential for More Hours

About the Companies
Keepsake Studios creates cinematic legacy films for families, founders, and institutions. Our work includes documentary storytelling, archival research, interviews, production coordination, editing, and client care. Bridge Media provides communications strategy, messaging, media support, content, and storytelling for organizations, foundations, leaders, and mission-driven clients. We are looking for a highly organized Virtual Operations Coordinator to support both companies by helping build, improve, and manage the systems that keep sales, projects, documents, deadlines, budgets, and follow-ups moving.

About the Role
This role is about creating order, visibility, and ---------- ntum across two growing businesses. You will help organize information, improve workflows, track projects, manage follow-ups, and make sure important details do not fall through the cracks. This is not a direct sales role, creative strategy role, or client decision-making role. Your job is to make sure information is captured, organized, updated, and surfaced clearly so the founder and team can move quickly and professionally. We are also interested in using AI tools to improve our workflows, so we would value someone who is curious, proactive, and excited to help build smarter systems over time.

What You’ll Do
Sales Pipeline Support
Help build, refine, and manage sales pipeline systems for both companies
Track new leads, referral sources, current status, next steps, and follow-up dates
Enter notes from calls, emails, and meetings into the right client or prospect records
Track proposal status, including sent, followed up, accepted, paused, or declined
Flag overdue follow-ups, stalled opportunities, missing information, and next steps
Draft simple follow-up emails or message templates for review

Project & Operations Support
Help build and manage systems for active client projects
Track project stages, deadlines, task owners, deliverables, client requests, review notes, approvals, and revisions
Organize project documents, client assets, interview notes, transcripts, links, research, drafts, and folders
Support basic budget tracking, including project expenses, contractor costs, invoices, payment status, and budget updates
Prepare simple project status summaries for internal meetings
Flag missing information, approaching deadlines, unclear next steps, or stalled work

Systems & Internal Coordination
Create, update, and improve systems using tools such as Google Workspace, Slack, Dropbox, ClickUp, Asana, Airtable, Notion, or similar tools
Help design simple workflows that make it easy to see what is happening, what is stuck, what is due, and what needs a decision
Keep folders, files, trackers, and project workspaces organized and consistently named
Create meeting agendas, recap notes, and action item lists
Send internal reminders when deadlines are approaching
Prepare simple client-facing status updates for review
Document repeatable processes and help create SOPs over time

Daily & Weekly Rhythm
Review active systems each workday
Update project and sales statuses
Check open tasks and overdue follow-ups
Flag anything that needs attention
Provide a brief weekly update covering:
Active prospects
Active projects
Overdue follow-ups
Upcoming deadlines
Missing materials
Budget items to review
Recommended priorities for the coming week

Communication Boundaries
At the start, this role will focus on internal tracking, organization, drafting, and reminders. You may draft client-facing emails, follow-ups, status updates, or reminders for review. Over time, once trained, you may be asked to send simple logistics or scheduling communications directly. You will not make strategic, creative, financial, or client-management decisions independently.

Required Experience
Experience as an operations coordinator, project coordinator, executive assistant, virtual assistant, or similar role
Strong organization and project tracking skills
Strong written English communication
Comfortable managing many moving pieces at once
Experience using tools such as:
Google Workspace
Slack
Dropbox
Google Sheets
ClickUp, Asana, Airtable, Notion, or similar project tools
Strong attention to detail
Ability to follow up consistently
Ability to work independently and ask clear questions when needed
Professional, discreet, and reliable

First 30 Days
In the first 30 days, success means you have learned the current workflow, cleaned up active information, helped build or improve core trackers, organized key project and sales details, and created a reliable weekly update process. By the end of the first month, active prospects and active projects should be visible in trackers with clear next steps, deadlines, owners, follow-up dates, and budget items to review.

To Apply
Please submit the following:
1. A viewable link to your updated resume
2. A short paragraph describing your experience with:
Operations coordination
Project tracking
Sales pipeline or follow-up management
Systems or workflow improvement
3. A list of tools you have used, such as ClickUp, Asana, Airtable, Notion, Google Sheets, Slack, Dropbox, or AI tools
4. A brief example of a system, tracker, or workflow you helped organize or improve

Subject Line: Virtual Operations Coordinator – [Your Full Name]

We are looking for someone organized, proactive, and trustworthy who can help bring structure and ---------- ntum to two growing creative and communications businesses.

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