Client Operations Coordinator (Part-Time to Full-Time)

About Sia Admissions Consulting

Sia Admissions Consulting is a premium MBA and EMBA admissions consulting firm with over eight years of proven results helping professionals gain admission to top programs worldwide. We operate on structured, high-accountability systems — and we take our client experience seriously at every touchpoint. Our communication standard reflects our brand: polished, professional, and precise.

This is a small, high-performance team. There is no hand-holding here, but there is a clear system to learn, own, and improve.

About the Role

This is a coordination and operations role. You will be the backbone of our client journey — making sure nothing falls through the cracks, clients move through their timelines on schedule, and our internal systems stay accurate and up to date.

This is not a strategy role, a client-facing advisory role, or a role with significant creative autonomy. What it is: a role for someone who takes deep ownership of systems, writes with precision and professionalism, and gets genuine satisfaction from keeping a complex operation running without being asked twice. 

The first 30 days are part-time (20 hours/week) as a structured evaluation period. Candidates who meet the performance standard transition to full-time. If you need immediate full-time income, this role is not the right fit at this time.

What You'll Be Doing

Client Communication & Scheduling

• Monitor our Slack workspace during business hours and flag messages that require a response, action, or follow-up

• Schedule and reschedule client and prospect meetings; manage calendar logistics proactively

• Send templated and custom emails to clients at specific points in their journey — reminders, decision notifications, follow-up requests, booking confirmations

 Client Journey Management

• Track each client's progress through their program timeline in ClickUp

• Follow up with clients who are behind on deliverables according to a set schedule

• Proactively book sessions in advance (e.g., mock interviews scheduled one month out) to protect calendar flow

 Intake & Quality Control

• Review all client-submitted materials against our submission guidelines before they enter the review queue — flag issues so they don't reach the reviewer unchecked

• Maintain organized records of all submitted materials in the correct locations

• Follow up with prospects based on their submission type (consultation, profile evaluation, interview prep, etc.)

Pipeline & Data Tracking

• Log weekly sales pipeline activity (consultations held, profile evaluations completed, etc.)

• Collect and file client feedback surveys, ensuring correct labeling and storage

• Identify recurring questions or patterns across client communications and flag them for SOP updates

 Systems & Process Ownership

• Maintain and update existing SOPs as processes evolve

• Draft new SOPs when processes are established but not yet documented

• Treat our documentation as a living system you are responsible for — not a reference document you occasionally consult

What We're Looking For

Non-Negotiable

• Excellent written English — this is a written-communication-only role and your writing will represent a premium brand. You must be able to write clearly, professionally, and concisely without significant editing from others.

• Strong process orientation — you follow documented systems precisely and flag ambiguity rather than guessing

• Attention to detail — errors in scheduling, communication, or data entry have real consequences for clients

• Proactive judgment — you anticipate what needs to happen next rather than waiting to be told

• Comfort with ClickUp or similar project management tools

 Characteristics That Predict Success in This Role

• You find it genuinely satisfying to keep a complex system running well

• You ask clarifying questions when something is unclear rather than proceeding on assumptions

• You treat a documented process as something to understand deeply, not just execute mechanically

• You flag problems early rather than working around them or hoping they resolve themselves

This Role Is Not Right for You If:

• You prefer high-level, strategic, or creative work over operational execution

• You need frequent direction to stay on task

• You find detail-oriented, repetitive coordination work draining

• Your written English requires significant proofreading from others

How to Apply

We review applications based on writing quality and judgment. To be considered, you must complete all three writing prompts below and submit them with your application.

 Applications submitted without the completed writing assessment will not be reviewed.

Writing Assessment

Required with Application  ·  Estimated Time: 30 Minutes

Instructions

Complete all three prompts in the linked document below. There are no word limits, but concise, professional responses are preferred over lengthy ones.

Important:

• Do not use AI tools to generate or edit your responses. We are specifically evaluating your natural writing voice and judgment. Responses that appear AI-generated will be disqualified.

• Time yourself. This assessment should take no longer than 30 minutes total.

• Download the Google Doc linked below, complete your responses directly in the document, and email your completed version to jobs@siaadmissions.com with the subject line: Client Operations Coordinator – [Your Name].

Download the assessment here: Access Doc

Submit completed assessment to: jobs@siaadmissions.com

Thank you for your interest in Sia Admissions Consulting.

We review every completed application carefully and will be in touch if your profile is a match.