Client Operations Specialist

Part-Time, Independent Contractor · Remote The Task Ninja is growing past what one operations lead can hold in her head, and we need someone to own the daily execution that keeps client work moving—tracking tasks, closing the loop on meetings, and making sure nothing quietly slips. About The Task Ninja The Task Ninja (TTN) is a virtual operations and admin support company. We work as an embedded operations partner for small business owners—running their task systems, CRM, client communications, and recurring admin work so they can focus on running their business instead of managing the back office. Our clients span industries: automotive repair, real estate, aesthetics and beauty, aviation, regenerative medicine, and franchise operations. About the Role This is a hands-on execution role, not a generalist task-taker position. You'll work inside our existing systems—Monday.com for task and CRM management, Fathom for meeting intelligence—to make sure client deliverables move from "discussed" to "done" without anything falling through the cracks. Twelve months in, success looks like: you're the person our clients trust for reliable status updates, our internal team turns to you to know where any account stands, and our audit process catches gaps before clients ever have to ask. What You'll Do Own day-to-day execution of recurring client tasks across our Monday.com boards—updating status, closing items on schedule, and flagging what's stuck Review Fathom meeting recordings and summaries, and translate action items into tracked, assigned tasks — closing the gap between what was discussed and what's logged Serve as day-to-day point of contact for a portfolio of client accounts on routine updates, status reports, and deliverable coordination Draft and send client-facing communications — weekly reports, status updates, follow-ups — in each client's voice Coordinate handoffs with our design/content and web/tech contractors to keep multi-step deliverables on track Flag risks early: missed deadlines, unclear scope, stalled projects — before they become client-facing problems Keep CRM and onboarding records accurate as clients move through the pipeline What We're Looking For Required: 1+ years of experience in virtual assistance, operations coordination, account management, or executive support Comfortable working inside project management tools (Monday.com, Asana, ClickUp, or similar) and able to learn new systems quickly Strong written communication — able to draft client-ready emails and updates independently, without heavy editing Highly organized and self-directed; comfortable owning multiple client accounts at once without close supervision Reliable home office setup with meaningful overlap with Pacific Time business hours Preferred: Direct experience with Monday.com and/or Fathom Background supporting small business owners or agencies (marketing, real estate, healthcare, home services, or franchise clients) Experience with CRM platforms such as Dubsado, Keap/Infusionsoft, or HubSpot Familiarity with light content or social media coordination Compensation & Hours $10–$15/hr, based on experience · 15–25 hrs/week to start, with room to grow as account load increases How to Apply Submit your proposal with a short, specific example of a time you caught something before it became a client problem — that example matters more to us than your resume.