AI-Powered Customer Operations Coordinator — Daily EST Coverage and Weekends

# AI-Powered Customer Operations Coordinator ## Daily Eastern Time Coverage, Weekends and Remote Desktop I am seeking a highly dependable, detail-oriented **Customer Operations Coordinator** to help manage customer communications, administrative workflows, CRM updates, scheduling, documentation, and other day-to-day operational tasks for my mobile app startup. This is a long-term role for someone who is exceptionally strong at using **ChatGPT and other AI tools to independently complete business tasks**. You will often receive a general direction, screenshot, customer thread, transcript, or brief explanation of the desired outcome. You will be expected to use ChatGPT effectively to understand the context, determine the appropriate steps, prepare polished work, and complete the assignment with limited supervision. This is not a basic data-entry position. The successful candidate will use AI throughout the day as a central part of their workflow while applying strong judgment, attention to detail, and professional communication skills. ## Required Daily Schedule You must be consistently available during both of the following one-hour working shifts: * **8:00–9:00 a.m. Eastern Time every day** * **8:00–9:00 p.m. Eastern Time every day** This includes Saturdays and Sundays. During both shifts, you will be expected to actively: * Review incoming emails and Slack messages * Check assigned tasks and operational queues * Complete routine and time-sensitive requests * Identify matters requiring follow-up * Escalate questions that cannot be resolved independently * Confirm that previously assigned work has been completed These are active working periods, not simply times when you should be reachable. Additional tasks outside these two daily shifts may generally be completed asynchronously at times convenient for you, provided all deadlines and turnaround expectations are met. Additional overlap with Eastern Time business hours, particularly **10:00 a.m.–3:00 p.m. Eastern Time**, would be helpful but is not required. The two daily one-hour shifts are mandatory. ## Heavy ChatGPT and AI Usage A major part of this role involves using ChatGPT to turn brief or incomplete instructions into polished, accurate work. Examples may include: * Reviewing a customer email thread and preparing an appropriate response * Reading a meeting transcript and creating structured CRM notes * Drafting a follow-up email from a screenshot and limited context * Preparing an agreement using terms provided in a conversation * Summarizing meetings and identifying decisions, owners, and action items * Researching an unfamiliar topic and recommending a practical next step * Turning a general idea into a complete process, document, message, or plan * Comparing information across emails, transcripts, spreadsheets, and CRM records * Improving rough writing so it sounds natural, professional, and persuasive * Identifying missing details, inconsistencies, or possible errors * Creating reusable prompts, templates, checklists, and procedures You should know how to: * Write effective prompts * Provide AI with the necessary background and context * Upload and analyze documents, screenshots, transcripts, and email threads * Ask ChatGPT to identify contradictions or missing information * Refine an initial response until it is useful and accurate * Maintain context across a multi-step assignment * Verify names, dates, numbers, terms, links, and instructions * Recognize when an AI response is generic, incorrect, or unsupported * Adapt communication to the specific customer and situation * Use AI to solve unfamiliar tasks rather than waiting for detailed instructions Copying and pasting the first ChatGPT response will not be acceptable. You must review all AI-generated work, correct mistakes, personalize the content, and ensure the finished result fully addresses the assignment. ## Primary Responsibilities ### Customer Communication * Review shared Gmail inboxes, text messages, Teams, WhatsApp, and other communication channels * Process new messages during both required daily shifts * Draft professional and personalized emails and text messages * Use ChatGPT to interpret conversation history and prepare suitable responses * Respond to routine customer questions using approved information * Follow up with customers and prospects who have not responded * Prepare polite but firm payment and documentation reminders * Keep unresolved or actionable communications visible until completed * Escalate sensitive, unusual, or unclear matters when necessary ### Customer and Sales Operations * Prepare agreements using the correct services, pricing, discounts, payment schedules, and terms * Send customers appropriate agreement, scheduling, and payment links * Coordinate customer introductions, onboarding, and handoffs * Prepare onboarding communications for customers and internal team members * Confirm that all required recipients, links, attachments, and sections are included * Track outstanding agreements, payments, follow-ups, and next steps * Review available information carefully instead of making unsupported assumptions ### CRM and Administrative Support * Update HubSpot or similar CRM systems with accurate notes and customer information * Review call and meeting transcripts and prepare comprehensive summaries * Maintain spreadsheets, trackers, task lists, and process documentation * Create and update calendar invitations * Confirm time zones, attendees, meeting links, and appointment details * Prepare concise meeting summaries and action items for internal channels * Assist with research, online forms, recruiting, vendor outreach, and other operational projects * Complete work through secure remote systems when required ### Writing and Quality Control * Use ChatGPT extensively to draft messages, summaries, agreements, plans, and documents * Turn broad instructions into complete deliverables * Edit and review every AI-generated output * Write in clear, natural, professional English * Personalize communications rather than using generic templates * Proofread names, dates, amounts, recipients, links, punctuation, and formatting * Follow established procedures and retain corrections * Avoid repeating previously identified mistakes * Verify that every part of an assignment has been completed before marking it finished ## Remote Desktop and VPN Access Some work must be completed through secure company systems accessed remotely. You must be comfortable: * Logging into a remote desktop * Connecting through a VPN * Using remote-access software to work within another computer environment * Accessing company systems and accounts securely * Following confidentiality and information-security procedures * Troubleshooting basic connection, browser, login, and session issues * Working efficiently through remotely accessed applications You must have: * A reliable computer * Stable high-speed internet * A private and dependable work environment * The ability to protect confidential customer and company information Previous experience with remote desktops, VPNs, virtual machines, or cloud workstations is strongly preferred. ## Tools You May Use Experience with some of the following is preferred: * ChatGPT * Claude, Gemini, or similar AI platforms * Remote desktop and VPN software * Gmail and Google Calendar * HubSpot or another CRM * Microsoft Teams * Google Docs and Google Sheets * Zoom * Business texting platforms * WhatsApp * Freshdesk or another customer-support platform * Upwork * Password-management software ## Ideal Candidate The right candidate will be: * An advanced and frequent ChatGPT user * Resourceful and comfortable solving unfamiliar tasks * Able to work from general direction rather than step-by-step instructions * Exceptionally dependable and consistent * Available for both mandatory Eastern Time shifts every day * Comfortable working Saturdays and Sundays * Comfortable using a remote desktop and VPN * Strong in written English * Detail-oriented and careful with customer-facing work * Able to manage numerous small tasks without overlooking them * Proactive about identifying incomplete or overdue work * Comfortable exercising reasonable judgment while knowing when to escalate * Able to learn and retain detailed procedures * Professional when handling confidential company and customer information * Experienced in customer operations, sales operations, administration, CRM management, or executive support This role is not suitable for someone who: * Cannot consistently commit to both daily working shifts * Is unavailable on weekends * Has only basic familiarity with ChatGPT * Sends AI-generated content without reviewing it * Requires detailed instructions for every assignment * Frequently becomes unavailable without notice * Needs repeated reminders to finish work * Marks tasks complete without verifying all requested components * Is uncomfortable using a remote desktop or VPN ## Hours and Compensation The position includes: * A minimum of two scheduled working hours each day * One shift from 8:00–9:00 a.m. Eastern Time * One shift from 8:00–9:00 p.m. Eastern Time * Additional asynchronous hours based on workload * Optional additional overlap between 10:00 a.m. and 3:00 p.m. Eastern Time Please include: * Your hourly rate * Your location and time zone * The local times corresponding to the two mandatory shifts * Confirmation that you can work both shifts seven days per week * Your preferred total weekly hours * Any additional availability between 10:00 a.m. and 3:00 p.m. Eastern Time * Any commitments that could interfere with the required schedule We are seeking someone interested in building a stable, long-term working relationship ## How to Apply Begin your proposal with the words **“AI Operations Coordinator”** so we know you read the complete posting. Please answer the following: 1. Can you work from 8:00–9:00 a.m. and 8:00–9:00 p.m. Eastern Time every day, including weekends? 2. What exact times would those shifts be in your location? 3. Are there any days when you could not consistently work these shifts? 4. How much additional overlap can you provide between 10:00 a.m. and 3:00 p.m. Eastern Time? 5. Describe your experience managing email, customer communications, CRM updates, scheduling, agreements, or operational workflows. ## Practical Application Test A customer has not paid an overdue expense. The company wants to resolve the issue without disrupting the services currently being provided. Draft a short text message to the customer that is polite, personal, and appropriately firm. Then briefly explain: * The prompt you would give ChatGPT * What you would review or change before sending the message * What information you would verify first Applications that do not answer the questions or complete the practical exercise will not be considered.