Client Coordination Specialist  

Key Responsibilities

▪ Billing — Preparing and issuing invoices accurately and on schedule based on hours worked or contracted scope.

– Tracking VA timesheets/hours and reconciling them against client agreements.

– Following up on outstanding payments and resolving billing questions or disputes.

– Maintaining clean billing records and reporting on receivables.

▪ Client Contracts — Drafting, sending, and managing client service agreements and renewals.

– Handling scope changes, rate updates, and contract amendments.

– Maintaining an organized, current contract repository and tracking key dates.

▪ Client Calls — Hosting introductory/discovery calls to understand client needs and requirements.

– Running regular check-ins to confirm satisfaction and surface issues early.

– Acting as the escalation point for client concerns and coordinating resolution internally.

▪ Client & VA Onboarding — Onboarding new clients — welcome, expectation-setting, tools/access setup, and documentation.

– Onboarding newly placed VAs to the client — introductions, scope, schedule, and ways of working.

– Ensuring both sides have what they need for a strong start and a clear point of contact.

– Coordinating with the HR & Recruitment Specialist on requirements and placements.

Position Summary

Nova Virtual Solutions is a virtual assistant agency that recruits, trains, and deploys remote talent to support clients across administrative, operational, and back-office functions. The Client Coordination Specialist is the primary point of contact for Nova's clients. The role manages the client relationship from contract signing through onboarding and ongoing coordination, ensures accurate and timely billing, and runs the onboarding process for both new clients and newly placed virtual assistants. The goal is a smooth, professional client experience that drives retention and clean, on-time revenue collection.

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Required Qualifications

▪ 2+ years in client coordination, account management, customer success, or a client-facing operations role.

▪ Experience with billing, invoicing, or basic bookkeeping.

▪ Excellent spoken and written English; confident and professional on client calls.

▪ Strong organization and the ability to manage multiple client accounts simultaneously.

▪ Comfortable owning relationships and handling sensitive conversations professionally.

Preferred Qualifications

▪ Experience in a virtual assistant agency, BPO, or international service business.

▪ Familiarity with invoicing/accounting tools and CRM software.

▪ Comfortable working with clients across different time zones; exposure to contract administration.

Key Competencies:

Client-first mindset · clear communicator · numerate and accurate · calm under pressure · organized and proactive · trustworthy with financial and contract data.

Collaboration:

Works closely with the HR & Recruitment Specialist: this role translates client needs into a candidate profile, and that role sources and matches against it — so every placement is both a strong skills fit and a smooth client experience.