Type: Contract/1099 (part-time, ongoing)
Pay: $15-20/hr DOE
Format: Virtual
Schedule: Monday-Friday; hours must be within standard working hours in U.S. timezones (20-30 hours per week to start)
Reports to: Director, Client Engagement & Operations
Also works closely with: CEO, Executive Coaches, Facilitators, Accounting
About Bridgeline Executive Coaching
Bridgeline Executive Coaching partners with organizations to develop exceptional leaders through executive coaching, leadership development, and team effectiveness programs. Our clients include senior leaders and executive teams at growing companies, healthcare systems, academic institutions, and global organizations.
We are a very small, high-performing team where quality, professionalism, and trust matter deeply. We work closely with senior executives and world-class coaches, and we take pride in delivering a white-glove client experience.
Role Overview
The Client Operations Specialist supports the smooth execution of Bridgeline’s coaching and workshop engagements by handling day-to-day operational, administrative, and coordination responsibilities across the engagement lifecycle. This includes pre-engagement administrative follow-up, monitoring active engagements, supporting assessments and pulse surveys, and managing documentation.
The Specialist works closely with the Director of Client Engagement & Operations, the CEO, executive coaches, and accounting support to ensure work remains organized, accurate, and on track. While this role does not own sales, pricing, or strategic account management, it may involve professional, operational communication with clients and coaches to support engagement delivery.
Because we are a lean and growing firm, this role offers meaningful involvement from day one. For the right person, there may be opportunities to grow in scope, responsibility, and hours over time — including the potential to expand into a full-time, ongoing contract role as the business evolves and performance demonstrates readiness.
Core Responsibilities
1) Engagement Lifecycle Monitoring & Support
Support the operational health of coaching and workshop engagements across the engagement lifecycle, from pre-engagement coordination through active delivery.
Responsibilities include:
- Supporting pre-engagement administrative follow-ups (e.g., intake form reminders, assessment coordination)
- Using Monday.com to create, update, and monitor engagements and related information
- Monitoring milestones, pacing, and engagement health
- Flagging risks or issues and escalating appropriately
- Launching and monitoring assessments and pulse surveys
- Checking in on assessment timing and readiness
- Preparing and distributing monthly client update reports
- Supporting workshop coordination and preparation logistics
2) Coach Database & Coach Operations Support
Support the accuracy and upkeep of Bridgeline’s coach ecosystem and related materials.
Responsibilities include:
- Maintaining and updating the coach database in Monday.com
- Updating coach bios and profiles as requested
- Supporting coach onboarding activities (documentation, access, system setup)
- Helping ensure coach records, credentials, and materials are current and organized
3) Administrative & Coordination Support
Serve as a key coordination and logistics support partner for internal operations, supporting smooth execution across coaches, clients, and internal stakeholders.
Responsibilities may include:
- Coordinating scheduling and logistical planning when multiple parties are involved
- Assisting with coordination related to active engagements and workshops as needed
- Monitoring website chat and routing inquiries
- Drafting sales and follow-up emails for review and use using AI tools (ChatGPT, Jasper) and provided prompts
- Setting up repeatable email sequences for new leads
- Supporting HubSpot CRM administrative tasks related to leads and deals
- Assisting with general sales operations and coordination as needed
4) Operations, Systems & Tools Support
Help maintain, organize, and improve Bridgeline’s operational systems and workflows to support scale and efficiency.
Responsibilities include:
- Maintaining and organizing Monday.com boards
- Supporting workflow improvements and documentation
- Ensuring client-facing documents and internal reports and records are uploaded, organized, and easy to locate
- Supporting HubSpot CRM hygiene and administrative tasks
- Helping organize internal documentation and shared resources
- Assisting with process improvements and streamlining over time
5) Invoicing & Financial Operations
This role does not require formal accounting experience, but does require comfort coordinating invoices, tracking accuracy, and partnering with accounting support.
Responsibilities include:
- Collecting monthly vendor and coach invoices
- Tracking invoices against engagement data in Monday.com
- Following up on missing, late, or incorrect invoices
- Uploading and organizing billing documentation
- Coordinating closely with a part-time accounting partner
- Ensuring invoices are processed and paid accurately and on time
- Escalating discrepancies or questions as needed
Required Skills & Experience
Professional Experience
- 2–4+ years of experience in operations, program coordination, project support, or administrative roles within a client-facing, B2B, or professional services environment
- Experience supporting customer success, client services, implementation, or delivery teams, with exposure to ongoing client coordination
- Comfort working across the full lifecycle of engagements, including pre-engagement follow-up, active delivery support, and post-engagement administration
- Experience providing administrative and coordination support, managing follow-ups, dependencies, and details across multiple workstreams
- Comfort with light financial coordination, such as tracking invoices, reconciling records, and working with accounting support (formal accounting experience not required)
- Experience working in a small, fast-moving team, with the ability to operate independently and adapt as needs evolve
- Associate’s degree or above
Technical & Tooling Skills
- Highly organized, detail-oriented, and reliable in maintaining accurate records and documentation
- Tech-savvy and quick to learn new tools and systems
- Comfortable using ChatGPT, Jasper, or similar AI tools for drafting communications and supporting workflows
Communication & Presence
- Fluent in English (written and spoken)
- Clear, professional, and thoughtful communication style
- Comfortable interacting with clients, executive coaches, and internal stakeholders in a professional, operational context
- Personable, calm, and service-oriented, with a strong focus on follow-through and reliability
Personal Attributes
- Exceptionally organized and detail-oriented, with strong task and time management skills
- Proactive and dependable, with a strong sense of ownership
- Able to manage multiple priorities and track dependencies without rigid structure
- Comfortable following defined processes while also helping improve them over time
- Collaborative team player who communicates openly and asks questions when needed
Nice to Have
- Interest in executive coaching, leadership development, management consulting, or related fields
- Prior exposure to professional services, consulting, coaching, or learning & development environments
- Experience working with distributed or remote teams
What Success Looks Like
Within the first 60-90 days, this person is reliably supporting engagement operations, assessments, reporting, and coordination tasks with minimal oversight, helping ensure work stays on track and reducing administrative burden on the team.
Why Join Bridgeline
Bridgeline is a small, high-performing team that values respect, trust, and high-quality work. We work hard, take ownership seriously, and support one another in delivering thoughtful, white-glove experiences for our clients and coaches.
You’ll be joining an environment where:
- People treat each other with professionalism, kindness, and respect
- Collaboration and mutual support are expected—not optional
- Your work is visible, valued, and directly impacts the success of client engagements
- High standards coexist with flexibility and trust
- Thoughtful execution matters more than politics or hierarchy
We care deeply about doing excellent work and about working in a way that is sustainable, human, and supportive. If you enjoy being part of a capable, respectful team and take pride in reliable execution and follow-through, Bridgeline is a place where you can do meaningful work and grow alongside the business.