Client Operations Coordinator

Astounding Auctions is a boutique fundraising strategy and benefit auction firm supporting nonprofit organizations across the United States. Our work moves quickly, involves multiple active client events at once, and depends on strong follow-through behind the scenes.

We are looking for a highly organized Client Operations Coordinator who enjoys making sure details are correct, deadlines are visible, files are where they belong, and open loops actually get closed.

This is an execution-focused role. You will work closely with our Operations Lead to keep client projects moving from booking through event delivery and post-event follow-up.

What You Will Own

Client Project Support

• Maintain accurate client project information in HoneyBook and supporting systems.
• Update project stages, tasks, deadlines, notes, links, and required documents.
• Track outstanding client materials and follow up when information is missing.
• Keep client files organized, current, and easy for the team to locate.
• Monitor upcoming project milestones and flag risks before they become emergencies.
• Support the movement of clients through discovery, consultation, preshow, event, debrief, and renewal workflows.

Client Communication + Follow-Up

• Send routine client communications using established templates and processes.
• Coordinate scheduling and rescheduling of client meetings.
• Send calendar invitations, Zoom information, reminders, and follow-up materials.
• Request outstanding run-of-show documents, auction information, scripts, slides, videos, floor plans, and other event materials.
• Respond to routine client questions within your assigned authority and route anything requiring strategic judgment.
• Maintain clear records of communications and next steps.

Administrative Execution

• Update trackers, logs, dashboards, and client records.
• Format documents and client materials using existing standards.
• Rename, organize, upload, and file documents correctly.
• Conduct list cleanup and data-entry work requiring high accuracy.
• Retrieve agreements, invoices, payment links, meeting notes, and other records when needed.
• Support travel and itinerary administration as assigned.
• Assist with routine research and information gathering.

Meeting + Event Preparation

Client Operations Coordinator

Remote | Part-Time | Four-Day Workweek

Astounding Auctions is a boutique fundraising strategy and benefit auction firm supporting nonprofit organizations across the United States. Our work moves quickly, involves multiple active client events at once, and depends on strong follow-through behind the scenes.

We are looking for a highly organized Client Operations Coordinator who enjoys making sure details are correct, deadlines are visible, files are where they belong, and open loops actually get closed.

This is an execution-focused role. You will work closely with our Operations Lead to keep client projects moving from booking through event delivery and post-event follow-up.

What You Will Own

Client Project Support

• Maintain accurate client project information in HoneyBook and supporting systems.
• Update project stages, tasks, deadlines, notes, links, and required documents.
• Track outstanding client materials and follow up when information is missing.
• Keep client files organized, current, and easy for the team to locate.
• Monitor upcoming project milestones and flag risks before they become emergencies.
• Support the movement of clients through discovery, consultation, preshow, event, debrief, and renewal workflows.

Client Communication + Follow-Up

• Send routine client communications using established templates and processes.
• Coordinate scheduling and rescheduling of client meetings.
• Send calendar invitations, Zoom information, reminders, and follow-up materials.
• Request outstanding run-of-show documents, auction information, scripts, slides, videos, floor plans, and other event materials.
• Respond to routine client questions within your assigned authority and route anything requiring strategic judgment.
• Maintain clear records of communications and next steps.

Administrative Execution

• Update trackers, logs, dashboards, and client records.
• Format documents and client materials using existing standards.
• Rename, organize, upload, and file documents correctly.
• Conduct list cleanup and data-entry work requiring high accuracy.
• Retrieve agreements, invoices, payment links, meeting notes, and other records when needed.
• Support travel and itinerary administration as assigned.
• Assist with routine research and information gathering.

Meeting + Event Preparation

• Prepare materials before client meetings.
• Ensure meeting notes, transcripts, links, and action items are stored in the correct client record.
• Track post-meeting assignments and due dates.
• Support preshow preparation by verifying that required event materials have been received.
• Identify missing information and escalate it before deadlines are threatened.

What Success Looks Like

You do not need someone to remind you repeatedly that a task is still open.

When you receive an assignment, you understand that you own the execution through completion or escalation.

Your work should make it easy for another team member to answer:

• What has been completed?
• What is still open?
• Who are we waiting on?
• What is the next action?
• When is it due?
• Does someone need to intervene?

A strong handoff might look like:

“Run of show and slides received and filed. Auction-item spreadsheet is still outstanding. Client was reminded Tuesday and again today. It is needed by Friday for preshow review. I have flagged Sierra because the deadline is approaching.”

That level of visibility is the standard.

You May Be a Strong Fit If You

• Have experience as a project coordinator, operations coordinator, administrative coordinator, executive assistant, client-success coordinator, or similar role.
• Have supported a U.S.-based company or clients remotely.
• Have excellent written and spoken English.
• Are extremely detail-oriented.
• Naturally track deadlines and unfinished work.
• Notice discrepancies in names, dates, documents, links, or instructions.
• Communicate blockers before someone has to ask.
• Are comfortable working independently within documented processes.
• Can manage several active client projects without losing track of details.
• Write professional email s that are warm, clear, concise, and accurate.
• Are comfortable learning new software and workflows quickly.

Tools We Use

Experience with all of these is not required, but comfort with similar systems is important:

• HoneyBook or another CRM
• Gmail
• Google Drive
• Google Docs
• Google Sheets
• Google Calendar
• Zoom
• Meeting transcripts and recordings
• Project-management or task-management systems

Experience with tools such as ClickUp, Asana, ---------- , Notion, HubSpot, Dubsado, or similar platforms is helpful.

What This Role Does Not Own

This role supports execution.

You will not be responsible for:

• Setting company strategy
• Making client strategy decisions
• Developing fundraising strategy independently
• Negotiating contracts
• Setting pricing
• Owning proposals
• Making renewal decisions
• Managing the CEO’s personal calendar or inbox
• Creating work outside established authority without approval

You are expected to recognize when something requires escalation and bring it to the right person quickly.

Working Structure

This is a remote, part-time role structured around a four-day workweek.

We value predictable working windows rather than scattered availability throughout the week. Your normal schedule will be established in advance and should include meaningful overlap with U.S. business hours.

At the end of each work period, you will leave a brief handoff identifying:

• Completed work
• Open work
• Items waiting on someone else
• Blockers
• Upcoming deadlines
• Anything requiring escalation

We care about excellent work, reliable communication, and completed outcomes more than performative online presence.

How We Work

Astounding Auctions serves nonprofit organizations doing serious work in their communities. Clients trust us with fundraising goals, donor information, event logistics, and sensitive organizational details.

Our internal standard is simple:

If you own it, move it. If you cannot move it, flag it. If it is complete, close the loop.

We value:

• Accuracy
• Ownership
• Follow-through
• Good judgment
• Clear communication
• Professional warmth
• Curiosity
• Continuous improvement

To Apply

Please include:

1. A short introduction describing your experience supporting clients or managing projects remotely.
2. The systems or CRMs you have used.
3. Your normal working hours and time zone.
4. Your desired hourly rate.
5. An example of a time you caught a mistake, missed deadline, or project risk before it became a larger problem.
6. An example of how you organize multiple projects or competing deadlines.

Final candidates will complete a paid practical exercise based on the kind of work performed in this role. The exercise will evaluate organization, communication, accuracy, judgment, follow-through, and ability to identify missing information.

• Prepare materials before client meetings.
• Ensure meeting notes, transcripts, links, and action items are stored in the correct client record.
• Track post-meeting assignments and due dates.
• Support preshow preparation by verifying that required event materials have been received.
• Identify missing information and escalate it before deadlines are threatened.

What Success Looks Like

You do not need someone to remind you repeatedly that a task is still open.

When you receive an assignment, you understand that you own the execution through completion or escalation.

Your work should make it easy for another team member to answer:

What has been completed?
What is still open?
Who are we waiting on?
Wh