Operations & Client Coordinator

Location: Melbourne or Sydney, Remote (AEST/AEDT)

Hours: Monday–Thursday, 9am–5:30pm and Friday, 9am–12pm (35 hours per week)

About Clinic Communications

Clinic Communications is a health marketing agency built on health promotion principles. We partner with allied health clinics across Australia to deliver social media, advertising and strategy that helps people of the community make informed health decisions.

Our work is ethical, compliant and grounded in public health. Clinics trust us with their voice and their reputation and we hold ourselves to a high standard in everything we create.

As we grow, we’re looking for an Operations & Client Coordinator to keep our clients supported, our team organised and our processes running smoothly.

About the role

The Operations & Client Coordinator is the first point of contact for new and existing clients and the central link across our team.

This role manages our enquiry and client support inboxes, oversees client onboarding, and keeps our project management system accurate and up to date, ensuring every request, approval and deadline is followed through.

You’ll work closely with our Founder, Marketing Coordinators, contractors and finance team.

Key responsibilities

Enquiries

• Respond to new enquiries within one business day
• Share service and package information and book discovery calls
• Follow up enquiries and proposals
• Maintain our lead tracker

Client support

• Manage the client support inbox
• Log client requests in Monday.com and assign them to the appropriate team member
• Keep clients updated from request through to completion
• Follow up content approvals to keep delivery on schedule
• Schedule monthly client meetings

Client onboarding

• Send contracts, welcome packs and onboarding questionnaires
• Collect logins, brand assets and platform access
• Set up new clients in Monday.com, Pallyy and shared folders
• Coordinate strategy kickoff sessions

Operations and administration

• Maintain Monday.com boards, timelines and task statuses
• Keep client files, contracts and documented processes organised
• Support the finance team with invoicing and payment follow-ups
• Manage team and client calendars
• Prepare a weekly operations summary for the Founder

About you

• 1-2+ years experience in administration, client services, operations or a coordinator role
• Agency experience is highly regarded
• Exceptional organisational skills and attention to detail
• Clear, warm and professional written communication
• Reliable follow-through and the ability to manage multiple priorities
• Confidence using project management tools (e.g Monday, Asana, Click Up)
• Proficiency in Google Workspace or Microsoft 365
• Proactive, solutions-focused and comfortable working independently
• An interest in working with purpose-driven businesses across Australia

What we offer

• A fully remote role
• Half-day Fridays every week
• A supportive, values-driven team
• Meaningful work helping allied health clinics communicate ethically and responsibly
• Opportunities to grow with the business as we expand into new markets

How to apply

Please send your resume and a short cover letter outlining why you’re interested in the role to Maddie at maddie@cliniccommunications.com.au.