Operations & Client Coordination Assistant, Keep Clients Answered & Devs Moving

About the business

I run a web design and development consultancy serving US-based clients. I handle strategy, design direction, client relationships, and sales. I also work with developers who help execute the web development projects.

The business is growing, but too many operational details still depend on me.

The real problem

Client requests, developer follow-ups, task tracking, timelines, invoices, and project updates all flow through me. When I get busy, replies take too long, completed work waits for review, invoices get delayed, and project details slip.

I need someone reliable to help run the operational layer around the work so I can focus on strategy, design, and sales.

Your job is to help make sure:

Clients get timely responses
Developers know exactly what needs to be done
Completed work doesn't sit unreviewed
Notion stays accurate
Invoices are prepared on time
I know what needs my attention each morning


What you'll do

Client communication support:

Monitor client requests in Gmail and other channels I give you access to
Draft replies, follow-ups, and project updates for my review
Prepare weekly client update drafts based on project progress
Send new-client welcome emails and help make sure the onboarding process runs smoothly
Flag anything urgent, unclear, or at risk of becoming a problem


Task and project coordination:

Turn client requests into clear internal tasks for developers
Keep Notion updated with tasks, statuses, owners, and deadlines
Watch for stalled tasks and follow up
Prepare a daily brief showing what needs attention, what's blocked, and what's next


Developer follow-up:

Monitor developer submissions
Check whether the delivered work matches the client request
Do basic QA: links, copy, responsive behavior, forms, screenshots, and obvious inconsistencies
If something is incomplete or unclear, ask the developer to fix or clarify it


Admin and invoicing:

Prepare invoices using my existing formula and template
Organize project notes and client information
Help document repeatable processes as SOPs while we work, so the system gets stronger over time


What this role is NOT:

This is not a passive "wait for instructions" role.

I need someone who follows up, notices when something is sitting too long, and reminds me when I'm the bottleneck. If a developer submission has been waiting for review, you ping me. If a client request is unclear, you flag it. If a deadline is getting close, you bring it up early. You help create the operating system around my work, so fewer things depend on my memory.

You won't make final decisions on client communication, scope, pricing, or invoices at first. I'll approve anything client-facing or financial before it goes out. But you'll own the preparation and the follow-up. As trust builds, you'll get more autonomy over routine decisions.

Requirements:

Excellent written English. You'll draft emails my US clients read. This is non-negotiable.
Strong attention to detail. The whole point is that nothing falls through the cracks.
Hands-on Notion experience. You should already know how to work in it.
Comfortable organizing tasks, deadlines, and project information.
Proactive communication. You follow up and don't go silent.
Comfortable working asynchronously across time zones.
Reliable internet (with a backup plan for outages) and a quiet setup for occasional video calls.
Bonus: experience with web design, web development, agencies, project coordination, or client service.


Working style

You should be structured, communicative, and comfortable reminding people (including me) when something needs attention. I'm looking for someone who creates order, not someone who needs every next step explained every day.

How to apply

Start your message with the word PROACTIVE. Applications that don't start with this word will be ignored.

Then answer these questions:

Tell me about one specific time you caught something before it became a problem. I want a real example, not a generic answer like "I always double-check my work."
Have you used Notion for task or project tracking? Describe how.
Write a short sample client update based on this situation: The homepage revisions are done and ready for the client to review. The mobile layout still needs one small adjustment, which the developer is handling today. You expect to send the final review link tomorrow.
What is your expected monthly salary for 20 hours/week?
What hours do you usually work, in Philippine time?
Link to your CV, portfolio, or any relevant work samples.


Shortlisted applicants will be asked to complete a small paid test task, estimated at 60-90 minutes.