Operations Coordinator (Client Support + Admin + Systems) - UK Hours, Part-Time to Full-Time

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: TYPE OF WORK

Full Time

: SALARY

$500/month (rising to $1,500/month full-

: HOURS PER WEEK

20

: DATE UPDATED

Sep 16, 2026

JOB OVERVIEW

KSTN Digital is a UK marketing-technology consultancy. We build patient acquisition systems for dental clinics - websites, CRMs, chatbots, automations, content and ads - plus selected e-commerce work. Small team (founder plus three), fast-moving and systems-heavy.

THE ROLE

We need a generalist who can run things. Someone who learns how a business actually works, takes the loose ends off the founder's plate, and keeps every loop closed without being chased.

Four things matter most.

1. Client coordination. Our clients are UK dental clinics and an e-commerce brand. You run their content approvals end to end (send the work, chase the decision, log the feedback, brief our designer), get client staff set up and actually using our systems, sort their access and logins, and follow up until things are done. You speak to clients directly, in writing and on the phone, with the founder in the loop.

2. Admin that keeps money moving. Invoice schedule and drafting, payment chasing, supplier and adviser follow-ups, account admin, password manager.

3. Keeping the record true. We run on Notion, Airtable, Slack and Google Workspace. You keep the picture accurate every day - what is done, what is waiting on whom, what happens next - so the founder does not have to hold it in his head.

4. Improving the machine. Processes get documented, gaps get closed, and things that keep going wrong get fixed at the root rather than chased every week.

You do not need to have used our exact tools. You do need to have built or run something for a team before, in any tool, and to be quick at picking up new ones. You will have a Claude seat and we expect you to use AI to move faster.

As the role grows: CRM checks in Airtable, client reporting, outbound work (lead lists, email sequences, reply triage, demo booking), warm patient calls, and support across the founder's other ventures. Authority grows with trust, and we write the progression down.

HOURS

Part-time to start: 4 hours a day, Monday to Friday, in a fixed window inside UK business hours - normally 12pm to 4pm UK (7pm to 11pm Manila). Full-time is 9am to 5pm UK. The UK-hours requirement is not negotiable; you will be talking to UK clients.

PAY AND PROGRESSION

$500 per month part-time, rising to $1,500 per month on moving to full-time. We review at 4 weeks, and the move to full-time can happen as early as month one or two. 13th month pay, pro-rated while part-time. Performance bonus tied to agreed outcomes. Training budget for certification in the tools we use. We hire on capability and trajectory, not years - early-career candidates are welcome if you can show us the work.

MUST HAVE

Excellent written English. Evidence of a system or process you built or ran for a team - any tool, screenshots or a portfolio link. Comfortable on the phone with a clear, friendly manner. Reliable internet with a backup connection and backup power. ID Proof 80+, Timeproof, camera on for interviews. Able to commit to the fixed UK window now, and to full-time later.

NICE TO HAVE

Notion, Airtable, Xero, Slack, Google Workspace admin, Shopify, Klaviyo. Dental, healthcare or agency experience.

HOW TO APPLY (applications that skip this are not read)

1. Start your message with the word LATTICE, then link or describe a system you built or ran for a team - what was in it, and what problem it solved.
2. Write the exact message you would send to a clinic manager who has twice ignored our request for their Instagram login, and our designer cannot post without it. Just the message - no explanation.
3. A client emails to say a discount code is not working on their online store. You have access to the store. What are the first three things you check, and what do you send back to them?
4. Tell us about a process or system you fixed that people still use today - what was broken, and what did you change?
5. A client says on WhatsApp that a video needs fixes, but our task tracker shows it approved. What do you do, in order? Three to five sentences.

Shortlisted candidates do a 15-minute video call, then a paid 2 to 3 day trial on realistic tasks.

SKILL REQUIREMENT

Project Management Systems Administration Executive Assistance

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Operations Coordinator (Client Support + Admin + Systems) - UK Hours, Part-Time to Full-Time

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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