Key Responsibilities

1.

Student

Coordination and Support

- Communicate with clients through WhatsApp Business, email, phone, LinkedIn, and Microsoft Teams.

- Respond to routine questions and guide clients through the different stages of the coaching process.

- Schedule and confirm coaching meetings, free resume reviews, webinars, consultation calls, and follow-up sessions.

- Send timely reminders and follow up with clients regarding meetings, assigned tasks, forms, resumes, documents, and pending actions.

- Track client progress and update their current stage, status, and next steps.

- Escalate coaching-related, technical, payment-related, or service concerns to the appropriate team member.

2.

Client

Onboarding and Documentation

- Coordinate recent-client onboarding and ensure all required forms, agreements, documents, and payment details are completed.

- Send agreements, onboarding instructions, checklists, forms, meeting links, and program-related communication.

- Maintain organized digital folders for each client.

- Update internal records, client trackers, agreement status, onboarding status, and documentation.

- Ensure confidential client information is stored and handled appropriately.

- Coordinate with the coaching, sales, marketing, and finance teams when required.

3. Email, WhatsApp and Administrative Operations

- Manage routine email communication and follow-ups through Microsoft Outlook.

- Use Mail Merge for bulk emails, reminders, announcements, workshop invitations, and operational communication.

- Prepare and send personalized WhatsApp and email follow-ups.

- Maintain templates for common communication, reminders, onboarding, payments, and meeting confirmations.

- Manage calendars, appointments, rescheduling requests, and meeting availability.

- Support management with reports, presentations, documents, and day-to-day administrative requirements.

4. Invoices, Payments and Agreement Tracking

- Maintain records of invoices, payment schedules, payment status, and outstanding balances.

- Send polite and timely payment reminders.





- Follow up on pending registration fees, instalments, invoices, and other payment commitments.

- Update payment information in internal trackers after confirmation.

- Coordinate with the finance or management team regarding payment discrepancies.

- Track agreement completion, renewal, cancellation, and pending documentation where applicable.

5. LMS and Access Management

- Create or update client profiles on the Learning Management System.

- Provide access to the relevant training stages, videos, workshops, forms, and internal resources.

- Manage access to the LMS, Spotlighter, internal links, documents, and other learning platforms.

- Verify that clients can log in and access the correct content.

- Troubleshoot basic access issues and coordinate technical support when required.

- Update, restrict, or remove access based on the clients program stage or instructions from management.

- Maintain records of when platform access was granted, changed, or removed.

6. Webinar and Meeting Coordination

- Coordinate registrations, confirmations, reminders, attendance, and post-event follow-ups.

- Maintain participant lists, resumes, questions, and session-related documents.

- Share the correct Zoom or Microsoft Teams links and joining instructions.

- Help clients resolve basic joining or registration issues before the session.

- Support live webinars or group sessions by managing attendance, chat, links, questions, and announcements when required.

- Organize recordings, attendance reports, follow-up lists, and related documents after the session.

7. Reporting and Tracking

- Maintain accurate client records using CRM, Microsoft Excel, Google Sheets, or internal trackers.

- Update client stage, meeting status, task status, payment status, access status, and follow-up requirements.

- Track bookings, attendance, pending documents, missed meetings, payments, onboarding progress, and client activity.

- Prepare daily and weekly operational reports.

- Ensure all trackers are accurate, current, and properly organized.

- Identify pending actions and ensure no client follow-up is missed.

📌 Student Success & Operations Coordinator (Ahmedabad)
🏢 Infilysis
📍 Ahmedabad