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Student Success & Operations Coordinator at Infilysis
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Student Success & Operations Coordinator Infilysis
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About the role About This Role
This role involves coordinating and supporting clients throughout their coaching journey, handling administrative tasks, and ensuring smooth operational processes. It suits an organized individual who can manage client communication, documentation, and technical access across various platforms.
Responsibilities
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
Coordinate new-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
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
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
Create or update client profiles on the Learning Management System
Provide access to the relevant training stages, videos, workshops, forms, and internal resources
Millions of jobs, with real people getting hired every day 200,000+
New jobs added daily 7,000,000+
Verified job listings 1,000,000+
Tailored applications submitted
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
Coordinate registrations, confirmations, reminders, attendance, and post-event follow-ups for webinars and meetings
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
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
Requirements
Experience communicating with clients through WhatsApp Business, email, phone, LinkedIn, and Microsoft Teams
Ability to schedule and confirm various types of meetings and sessions
Proficiency in tracking client progress and updating statuses
Experience coordinating client onboarding and documentation
Ability to maintain organized digital client folders
Experience managing routine email communication via Microsoft Outlook
Familiarity with Mail Merge for bulk communications
Ability to manage calendars, appointments, and rescheduling requests
Experience supporting management with reports, presentations, and administrative tasks
Ability to maintain records of invoices, payment schedules, and outstanding balances
Experience sending payment reminders and following up on pending payments
Familiarity with Learning Management Systems (LMS) for client profile and access management
Ability to troubleshoot basic access issues for learning platforms
Experience coordinating registrations, confirmations, and follow-ups for webinars and meetings
Proficiency in maintaining accurate client records using CRM, Microsoft Excel, or Google Sheets
Strong organizational skills to ensure trackers are accurate and current
Important Details
Team: Coordinate with coaching, sales, marketing, and finance teams
About the Company This company focuses on client support and operational coordination within a coaching process.
