CascadEffects
Virtual Operations Coordinator – Systems, Projects & Follow-Up | Part-Time | Remote Location: Remote, Philippines-based preferred Schedule Approximately 30 hours/week to start Work Hours: Must have overlap with U.S. business hours Compensation $7 USD/hour Type: Long-Term | Part-Time with Potential for More Hours About the Companies Keepsake Studios creates cinematic legacy films for families, founders, and institutions. Our work includes documentary storytelling, archival research, interviews, production coordination, editing, and client care. Bridge Media provides communications strategy, messaging, media support, content, and storytelling for organizations, foundations, leaders, and mission-driven clients. We are looking for a highly organized Virtual Operations Coordinator to support both companies by helping build, improve, and manage the systems that keep sales, projects, documents, deadlines, budgets, and follow-ups moving. About The Role This role is about creating order, visibility, and momentum across two growing businesses. You will help organize information, improve workflows, track projects, manage follow-ups, and make sure important details do not fall through the cracks. This is not a direct sales role, creative strategy role, or client decision-making role. Your job is to make sure information is captured, organized, updated, and surfaced clearly so the founder and team can move quickly and professionally. We are also interested in using AI tools to improve our workflows, so we would value someone who is curious, proactive, and excited to help build smarter systems over time. What You’ll Do Sales Pipeline Support Help build, refine, and manage sales pipeline systems for both companies Track new leads, referral sources, current status, next steps, and follow-up dates Enter notes from calls, emails, and meetings into the right client or prospect records Track proposal status, including sent, followed up, accepted, paused, or declined Flag overdue follow-ups, stalled opportunities, missing information, and next steps Draft simple follow-up emails or message templates for review Project & Operations Support Help build and manage systems for active client projects Track project stages, deadlines, task owners, deliverables, client requests, review notes, approvals, and revisions Organize project documents, client assets, interview notes, transcripts, links, research, drafts, and folders Support basic budget tracking, including project expenses, contractor costs, invoices, payment status, and budget updates Prepare simple project status summaries for internal meetings Flag missing information, approaching deadlines, unclear next steps, or stalled work Systems & Internal Coordination Create, update, and improve systems using tools such as Google Workspace, Slack, Dropbox, ClickUp, Asana, Airtable, Notion, or similar tools Help design simple workflows that make it easy to see what is happening, what is stuck, what is due, and what needs a decision Keep folders, files, trackers, and project workspaces organized and consistently named Create meeting agendas, recap notes, and action item lists Send internal reminders when deadlines are approaching Prepare simple client-facing status updates for review Document repeatable processes and help create SOPs over time Daily & Weekly Rhythm Review active systems each workday Update project and sales statuses Check open tasks and overdue follow-ups Flag anything that needs attention Provide a brief weekly update covering: Active prospects Active projects Overdue follow-ups Upcoming deadlines Missing materials Budget items to review Recommended priorities for the coming week Communication Boundaries At the start, this role will focus on internal tracking, organization, drafting, and reminders. You may draft client-facing emails, follow-ups, status updates, or reminders for review. Over time, once trained, you may be asked to send simple logistics or scheduling communications directly. You will not make strategic, creative, financial, or client-management decisions independently. Required Experience Experience as an operations coordinator, project coordinator, executive assistant, virtual assistant, or similar role [remote experience] Strong organization and project tracking skills Strong written English communication Comfortable managing many moving pieces at once Experience using tools such as: Google Workspace Slack Dropbox Google Sheets ClickUp, Asana, Airtable, Notion, or similar project tools Strong attention to detail Ability to follow up consistently Ability to work independently and ask clear questions when needed Professional, discreet, and reliable First 30 Days In the first 30 days, success means you have learned the current workflow, cleaned up active information, helped build or improve core trackers, organized key project and sales details, and created a reliable weekly update process. By the end of the first month, active prospects and active projects should be visible in trackers with clear next steps, deadlines, owners, follow-up dates, and budget items to review. To Apply Please submit the following to inigo@cascadeffects.com 1. A viewable link to your updated resume 2. A short paragraph describing your experience with: Operations coordination Project tracking Sales pipeline or follow-up management Systems or workflow improvement 3. A list of tools you have used, such as ClickUp, Asana, Airtable, Notion, Google Sheets, Slack, Dropbox, or AI tools 4. A brief example of a system, tracker, or workflow you helped organize or improve Subject Line: Virtual Operations Coordinator – [Your Full Name] We are looking for someone organized, proactive, and trustworthy who can help bring structure and momentum to two growing creative and communications businesses. Pay: Php68,925.00 - Php73,846.00 per month Work Location: Remote
CascadEffects
