Sia Admissions is a boutique MBA admissions consulting firm supporting candidates applying to leading business schools. We are hiring a Client & Operations Coordinator to manage prospect and client communication, scheduling, information collection, records, and follow-ups.

You will work closely with the founder to keep daily operations moving. We’re looking for someone who takes ownership, notices what is missing, and follows through without repeated reminders. You should communicate with confidence and consideration, give clear direction, and address missed deadlines professionally. You know how to be helpful while maintaining boundaries and holding people accountable for their next steps.

Schedule

One uninterrupted 4-hour working block each day, Monday through Friday, within 8 a.m.–5 p.m. US Eastern Time, for a total of 20 hours per week.

We will agree on a consistent schedule. You must be actively working and available to respond during that block, adjusting your local hours as necessary to maintain the agreed Eastern Time schedule.

Responsibilities

Prospect coordination

  • Respond to inquiries and provide clear information about the next steps.

  • Collect prospect details, check for missing or inconsistent information, and maintain accurate database records.

  • Coordinate consultation bookings with the appropriate consultant using our guidance.

  • Send confirmations and follow up on outstanding information, incomplete bookings, missed calls, and rescheduling requests.

  • Keep each prospect’s status and next action current so inquiries do not get lost or remain unresolved.

Client coordination

  • Coordinate onboarding from start to finish: collect required information, verify records, prepare and check ClickUp spaces, and ensure onboarding tasks are completed within the designated timeframe.

  • Share the appropriate information, access, and next steps with clients, and coordinate their initial meetings.

  • Monitor client correspondence and track required materials, tasks, deadlines, and meeting needs throughout the engagement.

  • Follow up on overdue materials, incomplete tasks, missed meetings, and unanswered requests, taking account of what the client has already completed or submitted.

  • Schedule, confirm, and reschedule meetings while keeping calendars, ClickUp, and client records aligned.

  • Identify delays or missing information early, communicate what is needed, and follow through until the next step is resolved.

  • Bring coaching questions, pricing questions, complaints, and matters requiring an exception or decision to the founder with the relevant context.

Operational ownership

  • Keep contact information, task status, deadlines, and next actions accurate across our systems.

  • Build or update email templates, checklists, and procedures to make recurring work more consistent.

  • Manage routine work independently after training, prioritize competing needs, and flag issues before they become urgent.

  • Use judgment when information is incomplete: investigate what you can, ask focused questions, and recommend a practical next step.

Requirements

  • Experience coordinating clients and operations: You have independently managed communication, scheduling, records, and follow-ups in a service business or comparable environment.

  • Experience in a startup or supporting a founder: You are comfortable with a fast pace, changing priorities, and direction that does not always arrive as a detailed checklist. You can turn that direction into action without needing every step explained.

  • Excellent written English: You write clear, accurate, professional messages suited to the situation. You can establish expectations, request action, and follow up firmly without being dismissive or overly deferential.

  • Strong attention to detail: You check names, dates, time zones, contact details, and completion status. You notice inconsistencies and resolve them.

  • Sound judgment and follow-through: You know when to act independently, when to verify information, and when to involve the founder. You keep track of unfinished work until it is resolved.

  • Responsible use of AI: If you use AI to draft messages, you edit the output, verify the information, and make sure the response addresses the actual situation in the appropriate tone before sending it.

  • Confidence with digital systems: You are comfortable with email, calendars, databases, and project management tools. Experience with ClickUp, Calendly, and ActiveCampaign is helpful.

  • Reliability and discretion: You maintain the agreed working schedule, protect confidential information, and take responsibility for the accuracy of your work.

Prior MBA admissions experience is not required.

How to apply

Please apply in English and address all 4 items below, in this order:

  1. Working hours: State your proposed uninterrupted 4-hour block in US Eastern Time, Monday through Friday.

  2. Relevant experience: In no more than 150 words, describe a specific example of supporting a founder or small team while independently managing client communication, scheduling, and follow-ups. Explain what you owned and how you kept work moving.

  3. Tools: Describe your experience with ClickUp, Calendly, and ActiveCampaign. Clearly distinguish tools you have used from those you would need to learn.

  4. Rate and availability: Provide your hourly rate in USD and earliest start date.

Please address each item specifically. Applications that omit requested information will not move forward.