Project Manager- Client Facing role

This role bridges the gap between incoming clients, the internal recruitment team, and newly placed VAs — ensuring every activation is smooth, every client is ready, and every problem is escalated before it becomes a loss.

Key Responsibilities
Pre-Activation & Onboarding
• Conduct Pre-Activation Calls (PACs) with new clients to assess operational readiness before
VA deployment
• Identify and flag clients who are not yet operationally ready (e.g., missing business email
access, unresolved business structure issues) and document gaps for follow-up
• Educate clients on the distinction between the one-time initiation fee and the ongoing VA
service fee to prevent confusion and churn
• Drive clients through resistance and hesitation (push-back vs. pushing through) to keep
activations on track

VA Activation Calls
• Facilitate VA Activation Calls, formally introducing the VA to the client and setting expectations
for the working relationship
• Track and report Time to Start — measured from the Pre-Activation Call to the Lead Completion
date — to monitor pipeline efficiency
• Maintain clear separation between PAC data and Activation Call data in all reporting and
tracking systems

Replacements & Client Retention
• Manage VA replacement requests, coordinating with recruitment and ensuring continuity of
service for the client
• Monitor client sentiment across active placements and flag clients requiring elevated attention or
intervention
• Identify patterns in no-shows and reschedules, escalate recurring issues to leadership with
supporting documentation
Reporting & Leadership Support
• Prepare and present a structured weekly report to leadership (Ryan) covering: new clients, VA
activation calls, time to start, replacements, client sentiment, clients needing focus, process
gaps, and escalation requests
• Maintain accurate weekly data and ensure prior-week figures are refreshed each reporting cycle
• Draft client-facing communications including scheduling emails, scope clarification messages,
and onboarding briefs
Process Improvement & Special Projects
• Develop and refine SOPs for the VA placement process, including visual workflow
documentation for agency clients
• Collaborate on automation initiatives (e.g., GoHighLevel workflows triggered by payment
confirmations)
• Build and maintain client-specific notes for VAs with unique needs — including tech support
requirements, government contract contexts, and special onboarding instructions

Client Management Context
This role requires the ability to manage a diverse client portfolio with varying levels of readiness,
technical sophistication, and operational maturity. The coordinator must exercise judgment in tailoring
their approach per client — from hands-on support for government contract clients (e.g., ---------- ) to
patients, tech-supportive engagement for clients requiring additional onboarding time.

Skills & Competencies
• Strong verbal and written communication — able to handle client pushback professionally and
de-escalate concerns
• Highly organized with the ability to track multiple client pipelines simultaneously
• Comfortable with data tracking and translating raw call notes into structured weekly reports
• Familiarity with tools such as GoHighLevel (GHL), Notion, and presentation software
• Ability to identify process gaps proactively and propose solutions to leadership
• Discretion and professionalism when handling sensitive client situations or scope disputes
Reporting Structure.

Reports directly to the CEO. Provides weekly briefings and flags escalation items requiring
leadership intervention, including recurring scheduling issues, client readiness problems, or at-risk
placements.

How to Apply
Kindly send your updated CV along with a short self-introduction to apply.
Incomplete applications will not be acknowledged. Thank you!