Recruitment Operations & Client Success VA

WISE SCOUT
Recruitment Operations & Client Success VA
Remote · Full-Time

About Wise Scout
Wise Scout is a recruitment firm that helps small and growing businesses find and hire exceptional remote talent, primarily in the Philippines. We're a small, tight-knit team that does meaningful work: we match the right people with the right opportunities and help businesses build teams they're genuinely proud of.

We're a caring, lighthearted team that believes work should be purposeful but not all-consuming. We care about our families, our people, and doing things well. If you've ever wanted to be part of a company where you're treated as a person first — this is that place.

We're growing, and this hire is a critical next step. The person who steps into this role won't just support the work, they'll help shape how we operate and eventually build a team of their own.

Role Overview
We're looking for a Recruitment Operations & Client Success VA to be the operational engine behind Wise Scout's hiring pipelines and client relationships. This is a role for someone who loves moving things forward; who sees a task and gets it done without waiting to be told twice.

You'll own the day-to-day execution of our recruitment process: setting up client meetings, building assessment pipelines, posting jobs, filtering candidates, tracking progress, and keeping clients informed every step of the way. You'll also support internal HR for our staff and jump into client-facing calls when needed.

This isn't a role where you'll wait for perfect instructions. We have processes — many of them — but they're still being refined. You'll need to be comfortable stepping into some ambiguity, figuring out what the next step is, and moving forward. If that excites you, you'll thrive here.

Schedule & Availability
This role requires meaningful overlap with U.S. business hours, as client meetings and internal team calls happen in U.S. time zones.

At least half of your working hours must be available during U.S. business hours in the Central time zone. During busy weeks, around a quarter of your hours will be spent in the U.S. Central time afternoons (between 12-4am PHT)
Weekly all-hands meeting with the full Wise Scout team (Tuesdays 2pm CST/3am PHT)
Weekly operational sync with Abby to drive hiring pipelines forward
Schedule is otherwise flexible; we trust you to manage your time and deliver results

What You'll Own
This role is broad but focused. Here are the five core areas you'll be responsible for:

1. Client Communication & Relationship Management
Set up and schedule intro calls with new clients; follow up with meeting notes, to-dos, and next steps
Maintain consistent, professional communication with clients throughout the hiring process
Send follow-up check-ins over days and weeks to stay top of mind with prospective clients
Represent Wise Scout warmly and confidently in email and on video calls
Potentially run intro meetings and hiring calls with clients independently over time

2. Hiring Pipeline Management
Build and manage assessment pipelines in Criteria Corp for each active role
Write experience questionnaires: self-assessment quizzes designed to quantify a candidate's background through how they answer, not just what they say
Post job descriptions across multiple job boards
Download and score applicants in spreadsheets; filter to top candidates based on scores and answers
Move candidates through each stage of the pipeline with clear documentation and communication

3. Recruitment Reporting & Tracking
Maintain a master tracking spreadsheet showing all open roles, current stage, and time-in-process for each
Upload data and report regularly to leadership on pipeline health: how many applicants, who's moving forward, and where things stand
Ensure nothing falls through the cracks between steps or between client touchpoints

4. Job Description Writing
Use AI tools (and interview notes) to draft compelling, accurate job descriptions for each client role
Collaborate with John and Abby to refine and finalize before posting

5. Internal HR & Staff Support
Check in regularly with Wise Scout's internal staff to gauge workload, morale, and needs
Answer basic technical questions about Slack, ---------- , and other internal tools
Track team hours in ---------- , compile timesheets, and submit payroll through ----------
Support onboarding of new hires as the team grows

What We're Looking For
Skills and tools can be taught. What we can't teach is the right wiring. Here's what that looks like for this role:

You're a Fit If You:
Are self-directed; you see what needs to happen next, and you do it
Love checking things off a list and moving tasks forward without being prompted
Are detail-oriented without being paralyzed by perfectionism — 90% shipped beats 100% stuck
Communicate openly and confidently, both in writing and on video calls
Are comfortable making mistakes and talking about them honestly, so the team can move on
Solve problems independently; you Google it, look at how it was done before, and figure it out
Enjoy understanding the whole process, not just your piece of it
Can hold a lot of moving pieces simultaneously without dropping the ball

This Role Is NOT a Fit If You:
Need clear, step-by-step instructions for everything before you can act
Are uncomfortable with ambiguity or imperfect processes
Avoid difficult conversations or are reluctant to give or receive direct feedback
Struggle to communicate confidently with clients or leadership
Get overwhelmed when managing multiple tasks or clients at once

Tools You'll Work With
You must arrive proficient in Google Workspace, especially Google Sheets and Gmail. Everything else can be learned on the job.

Google Workspace: Gmail, Google Sheets, Google Docs, Google Meet (must-have on day one)
Slack: internal team communication
Criteria Corp: assessment and hiring pipeline tool (we'll train you)
---------- : time tracking for internal staff
QuickBooks Online: bookkeeping and invoicing (light exposure helpful)
---------- : payroll and payments
AI writing tools: to assist with job descriptions, emails, and candidate summaries
Fathom or similar AI note takers: for meeting documentation

What This Role Does NOT Include
To be clear about scope:

No marketing, social media, or content creation
No image design or creative work
No bookkeeping or accounting responsibility

Your First 90 Days
We don't expect perfection on day one. Here's roughly what the arc looks like:

Week 1: Learn our tools, processes, and active client roster; shadow existing pipelines; get familiar with our communication style and documentation
Month 1: Take ownership of client communication for existing roles; begin building and managing assessment pipelines with guidance
Month 2: Run pipeline reporting independently; begin drafting job descriptions and experience questionnaires with light review
Month 3: Fully own your client relationships and hiring pipelines; begin joining or running client calls; formal performance review at 90 days

We meet regularly throughout; you won't be left guessing. And if something isn't working, we'll talk about it directly and fix it together.

Compensation & Benefits
We believe in being transparent about what you can earn — not just today, but down the road. Here's the full picture:

Period
Compensation
Months 1–3 (Onboarding)
$5.50/hour
Months 4–12
$6.00 – $7.00/hour (after 3-month review)
After Year 1
$7.50 – $9.00/hour (based on performance)
Performance Bonuses
Eligible after 9 months; profit sharing potential

Additional details:
Twice-monthly payroll: hours worked 1st–15th paid on the 20th; 16th–end of month paid on the 5th
Monthly PhilHealth and SSS contribution reimbursement (minimum $30/month)
Annual performance-based raises
Performance bonuses or profit sharing eligibility beginning at 9 months
15 days PTO per year (years 1–2) ? 18 days (years 2–5) ? 21 days (5+ years)
6–8 paid holidays (U.S. holidays observed; flexibility for key Philippine holidays)

Growth & Long-Term Opportunity
This is not a dead-end role, it's a launchpad.

As Wise Scout grows, so does this position. The person who excels here will have the opportunity to move into a team leadership role, eventually managing a small team of their own that supports the full client roster. That means more responsibility, more compensation, and a real career path — not just a job.

We're not looking for someone to plug a gap. We're looking for someone to grow with us for the long haul. If you're still here in three years, we want you to look back and say this was one of the best decisions you ever made.

To Apply, please click the following link - ----------

Here, you will be prompted to upload a resume, fill out an Experience Questionnaire and finally take a quick assessment. If you pass this first round, we will send you a few follow up assessments.

The last round will involve sending in a video recording of yourself answering a handful of questions, then finally a live face-to-face interview. Then we will make our final decision.

Please Note: It is best to have already taken your English Proficiency Assessment on your Onlinejobs.ph profile through ---------- and the IQ Test through ---------- before applying since we will request both of these in the application process. It is not mandatory to have them completed but it will improve your chances of moving along in the process.

— The Wise Scout Team