Admissions Operations Coordinator (Part Time, Remote)

Guaranteed 5 hours per week, with room to grow.
*Applications will be reviewed as they are received. The posting may close early once we have enough strong candidates.

I'm looking for someone who genuinely enjoys creating calm from chaos.

I run a university admissions consultancy based between Singapore and South Korea, helping ambitious students around the world navigate applications to top universities. I work with 15-20 students per year, and meet with them online frequently across multiple time zones- usually in the early evening SGT. My students rely on consistent structure, thoughtful follow through, and reliable communication.

Right now, I'm the bottleneck. If I forget to send a reminder, a student may miss a meeting. If I don't follow up, things stall. My goal is to build an admissions operation that runs smoothly without depending on me remembering every detail.

I'm looking for someone who wants to own that system.

What success looks like- Within your first 90 days:

-Every active student always has their next meeting scheduled.
-Students receive personalized reminders before every meeting that include the key action item from our previous session.
-No-shows caused by missed reminders are close to zero.
-Students are replied to promptly within business hours (10-7 SGT, Monday-Saturday)
-We always know who might need a new meeting and who is on pause via an updated student tracker.
-Quiet students are followed up with proactively.
-I have more time to focus on growing the business instead of chasing logistics.

What you'll do

Student scheduling

Schedule and reschedule student meetings across multiple time zones. (Typically KST, SGT, and EU time zones)
Keep every student booked for their next session.
Manage my calendar and meeting availability.
Set up first meetings and group chats for new students.

Student reminders

Send timely, reliable pre-meeting reminders via Whatsapp business.
Review Zoom summaries and identify the action item that actually matters.
Remove completed or vague tasks.
Personalize reminders so students know exactly what they should do before we meet.
Adjust reminders for online versus in-person meetings.

Student follow through

Follow up with students who have gone quiet.
Notice when someone hasn't met recently and bring it to my attention.
Help keep students moving through the admissions process.

Operations

Maintain our student tracker.
Update meeting dates, student status, and lead information.
Record Common App application information.

Keeping me on track

Own a recurring rhythm of business reminders — invoicing dates, client follow-ups, payroll, renewals — so nothing slips through the cracks.
Nudge me when something is due, and follow up (kindly but persistently) until it's actually done.
Flag when I've dropped a ball, before it becomes a problem.
(This starts as reminders and prompts. Over time, as we build trust, some of these tasks can move fully onto your plate.)

Growth support

Monitor university admissions and education networking events in my area.
Keep track of networking contacts and remind me when it's time to reconnect.
Respond to new family inquiries on WhatsApp Business and schedule discovery calls.
Help maintain a simple, consistent LinkedIn posting rhythm.

You'll probably thrive if...

-You never need someone to remind you to send a reminder.
-You naturally notice when something doesn't look right.
-You'd rather ask one thoughtful question than make a bad assumption.
-You enjoy systems- and making systems reliable.
-You communicate promptly, clearly, and kindly.
-You can juggle multiple time zones without getting flustered.
-You care about helping young people succeed.
-You're comfortable nudging me and following up until things get done — you won't let me off the hook.

What matters most

I'm much more interested in how you work than the number of years on your resume.

The qualities I'm looking for are:

-Reliability. You consistently do routine tasks well without letting things slip.
-Judgment. You can sort through messy information and identify what actually matters.
-Ownership. You notice problems before they become someone else's problem.
-Communication. You write warm, clear, natural English messages that people respond to.

Nice to have

Experience working with students, families, education, or admissions.
Experience supporting founders or small businesses.
An eye for LinkedIn content or social media.

Tools you'll use- Comfort with these matters more than years of experience:

Google Calendar for scheduling.
Zoom (reviewing meeting summaries).
WhatsApp Business for student and family communication.
Google Sheets for our tracker.

You don't need to be an expert in all of these on day one, but you should be comfortable learning them quickly.

Time zone

I'm based in Seoul (KST), but I often travel to Singapore and other countries. Reminders and scheduling need to reliably land on time in Singapore’s time zone, since most of my students are based there. You can work your own hours as long as nothing slips — some overlap with my working day is a plus but not required.

Hours & compensation

Guaranteed 5 hours per week to start, with flexibility around when those hours are worked, and room for the role to grow as we build systems together.

Hourly contractor position, $10–15 USD/hour depending on experience.

To apply, please send:

-Your resume.
-A short video (2 to 3 minutes) introducing yourself and answering:
-Why does this role interest you?
-Tell me about a repetitive process you've owned successfully. How did you make sure nothing slipped?
-Your current time zone and your typical working hours.

Please begin your application with the word "Lighthouse" so I know you've read this posting all the way through.

*Shortlisted candidates will complete a paid practical exercise (around 30–45 minutes, paid at the role's hourly rate) based on real work from the role. I believe seeing how someone works is a much better predictor of success than multiple rounds of interviews.

Applications close July 25th.

If you're the kind of person who gets satisfaction from making complex operations run smoothly, I'd love to hear from you.