We're hiring!

Join our team as an Operations Coordinator

We are seeking a detail-oriented Operations Coordinator to support daily administrative workflows, client communications, and the behind-the-scenes systems that keep our business running smoothly.

This role is central to how we onboard clients, coordinate projects, manage billing, and support our team, so our organizers and move managers can focus fully on client work.

It's ideal for someone who genuinely enjoys systems, communication, and making small businesses run better, and who notices what's slipping before anyone has to ask.

It's ideal for someone who genuinely enjoys systems, communication, and making small businesses run better, and who notices what's slipping before anyone has to ask.

• Hours: 10–15 hours/week to start, with likely growth as the business scales
• Compensation: $26–32/hour, depending on experience
• Location: Remote (Eastern Time preferred)
• Schedule: Flexible, with availability during weekday business hours (including Wednesday mornings for our weekly staff meeting)

About Us

We help individuals and families declutter, downsize, move, and settle into new homes with less stress. Much of our work supports older adults transitioning to senior living communities and families managing complex moves.

We are a small, thoughtful team that values reliability, warmth, and follow-through.

What You'll Do

Client Experience & Retention

• Manage the onboarding process for new clients: send and track signed contracts and intake forms, set up client folders, and ensure nothing falls through the cracks
• Maintain and update onboarding checklists and templates so the process is consistent
• Send project confirmations, scheduling reminders, and follow-up communications throughout the client relationship and help keep us top of mind after their project is over
• Coordinate client gifts, cards, and other touchpoints in collaboration with our Marketing & Outreach Coordinator
• Help ensure every client interaction reflects our standard of warmth and reliability

Project & Team Coordination

• Maintain a master job tracker showing what's been quoted, confirmed, progressing, and completed
• Track project status so the team always knows what's active, upcoming, or needs attention
• Manage and update the team calendar, including coordinating scheduling between clients and staff and communicating changes proactively
• Coordinate with vendors and subcontractors (movers, junk haulers, cleaners, and others) to support project logistics
• Attend weekly staff meetings (Wednesday mornings, on Google Meet) and manage follow-ups and action items

Client & Project Records

• Maintain complete, organized client and project records in our systems
• Document standard operating procedures (SOPs) as the business grows so knowledge is captured and repeatable

Staff Support

As hours allow / growing over time

• Onboard new team members into our systems (Google Workspace, Trello, and others)
• Assist with the creation and maintenance of training materials for new team members
• Track staff training completion
• Assist with time-off tracking or scheduling coordination

Billing, Payroll & Financial Tracking

• Review staff time and expense submissions
• Enter information into our payroll system
• Prepare draft invoices for review
• Monitor unpaid invoices and send reminders
• Maintain and review a dashboard of project and financial data to give leadership a clearer picture of cash flow

General

• Bring process gaps and inefficiencies to the team's attention
• Other administrative and operational tasks as needed

Tools You Will Use

Experience required:

• Google Workspace

Strongly preferred:

• QuickBooks Online
• 17hats (CRM)

Nice to have / trainable:

• Trello
• Airtable

We're looking for someone tech-savvy who can quickly pick up new tools. Training will be provided where needed.

Who This Role Is a Great Fit For

Someone who:

• enjoys organizing information, workflows, and systems
• is comfortable learning new tools and improving how they're used
• follows through reliably without reminders
• notices missing details and missing steps before others do
• communicates with warmth, professionalism, and appropriate humor
• is flexible and can pivot as needed
• takes feedback well and applies it
• can work independently once trained
• flags problems proactively rather than waiting to be asked

Bonus if you have experience with:

• small service businesses
• organizing or move management companies
• senior services
• real estate or relocation support
• bookkeeping or light financial management

If this sounds like you, we'd love to hear from you!