Operations & Implementation Coordinator
Collective VFO
Yucaipa, CA
$25–$30 per hour, depending on experience
Full-time | In-office
Job Overview
Collective VFO is hiring an Operations & Implementation Coordinator to help keep client work, CPA partner opportunities, internal priorities, meetings, communication, and implementation moving forward.
This is not a basic administrative assistant position. This is an operations and implementation role for someone who is highly organized, proactive, detail-oriented, coachable, and comfortable helping turn meetings, client conversations, and internal priorities into clear next steps, CRM updates, calendar movement, professional communication, and completed action items.
The right person will work closely with the owner and internal team to help coordinate client work, CPA partner relationships, internal projects, scheduling, meeting follow-up, CRM updates, and implementation tracking. This is an in-office position at our Yucaipa, CA office.
Training and Growth Opportunity
You do not need to come in with direct experience in tax planning, financial services, CPA partnerships or virtual family office work. We expect to train the right person.
What matters most is that you are willing to learn, comfortable being coached, and excited by the opportunity to grow into a more valuable role over time.
This position includes training on our business model, client service process, CRM workflows, implementation process, communication standards, and the general strategies we use to help clients and CPA partners move from planning to action.
There is a lot to learn in this industry. The right person will be curious, flexible, coachable, and willing to put in the effort to understand new concepts. This is a demanding role, but it is also a strong opportunity for someone who wants mentorship, responsibility, and room to grow as the company grows.
We are looking for someone who wants more than just a job. We want someone who can grow with the company, take ownership, and become a trusted part of how we serve clients and professional partners.
What You’ll Do
- Help convert meetings and conversations into clear follow-up, action items, owners, due dates, and next steps.
- Maintain accurate CRM records, notes, and implementation updates.
- Coordinate calendars, meeting prep, post-meeting follow-up, and next-step communication.
- Prepare post-meeting summaries that capture what happened, what was promised, who owns each next step, and what needs to happen next.
- Follow up with clients, CPA partners, referral partners, and internal team members.
- Help ensure client commitments and internal priorities do not fall through the cracks.
- Draft professional follow-up emails and internal updates.
- Know when to move something forward independently and when leadership review is needed.
- Track implementation progress and escalate blockers early.
- Support the internal team across operations, client service, CRM updates, scheduling, and communication.
- Use tools such as CRM systems, Google Workspace, Gmail, Google Calendar, Docs, Sheets, and AI-assisted workflows to improve organization and follow-through.
What We’re Looking For
We are looking for someone who is organized, professional, reliable, coachable, and comfortable managing multiple moving pieces.
The ideal candidate does not need to already know our industry. We are more interested in finding the right person who wants to learn, grow, be trained, and develop into a larger role over time.
Experience in operations, client service, administrative coordination, professional services support, scheduling, CRM updates, or implementation follow-through is helpful, but attitude, follow-through, communication, judgment, and willingness to learn are just as important.
You must be comfortable learning a complex professional services business and supporting communication with business owners, CPA partners, clients, and internal specialists.
Strong Candidates Will Have
- Strong written and verbal communication skills.
- Excellent organization and follow-through.
- Comfort working directly with clients and professional partners.
- Experience managing calendars, tasks, follow-up, or client workflows.
- Ability to keep accurate CRM notes and records.
- Comfort using Google Workspace, email, calendar, documents, and spreadsheets.
- Ability to learn new systems and workflows.
- Professional judgment about when to send, draft, ask, or escalate.
- A proactive mindset without overstepping sensitive client or strategic decisions.
- Strong attention to detail.
- Comfort working in-office.
- Ability to work closely with leadership and internal team members.
- Willingness to be trained, mentored, and challenged.
- Flexibility and curiosity when learning new concepts, systems, and strategies.
Helpful Experience
Experience in any of the following is helpful but not required:
- CRM systems.
- Google Workspace, Gmail, Google Calendar, Docs, and Sheets.
- Client service or professional services coordination.
- CPA firm, financial services, insurance, legal, consulting, or business advisory environments.
- Executive assistant, operations assistant, client service coordinator, project coordinator, or implementation coordinator work.
- AI-assisted workflow tools.
- Event, partner, or relationship coordination.
- Professional office experience involving scheduling, communication, follow-up, and task tracking.
This Role May Not Be a Fit If
This is probably not the right role for someone who does not want to own day-to-day coordination, follow-through, client communication, CRM updates, and implementation tracking.
It may also not be the right fit for someone who is looking for remote or hybrid work, needs constant prompting, dislikes structure, resists learning new things, or is uncomfortable following up directly with clients and professional partners.
Work Environment
Collective VFO is a growing professional services business with a hands-on, entrepreneurial environment. The role requires focus, flexibility, communication, consistency, and a willingness to learn.
You will be working directly with leadership and other team members to help improve how client work is organized, communicated, tracked, and completed. The work can be demanding because there are many moving pieces, but the right person will have an opportunity to learn, grow, and become increasingly valuable as the company expands.
Schedule and Compensation
- Full-time.
- Approximately 40 hours per week.
- In-office at our Yucaipa, CA office.
- $25–$30 per hour, depending on experience.
- Hourly, non-exempt position.
Why This Role Matters
Our business helps clients, CPA partners, and business owners move from planning conversations into implementation. This role is critical because great ideas and important client commitments only matter when they are organized, followed up on, and completed.
We are looking for someone who can help keep the business moving, keep communication clear, and make sure important work does not get lost after meetings.
How to Apply
Please submit your resume and a short note explaining why you believe you would be strong in an operations, coordination, and implementation role, and why you are interested in being trained and mentored in a growing professional services business.
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Application Question(s):
- This role is full-time and in-office in Yucaipa. Are you able to work in-office five days per week?
- This role is focused on operations coordination, CRM/task tracking, meeting follow-up, scheduling, client/CPA partner communication, and implementation follow-through. It is not primarily a sales or strategy role. Is that the type of day-to-day work you are looking for?
- Tell us about a role where you were responsible for tracking tasks, follow-ups, schedules, client communication, or project details. What system did you use?
- Give an example of a time you had to follow up with multiple people to keep work moving. What did you do?
- This role involves learning a complex professional-services business. What helps you learn a new business, workflow, or system quickly?
- Describe a time you had to decide whether to move something forward yourself or ask a manager for review. What happened?
- What interests you about being trained and mentored in a growing professional-services business?
- How comfortable are you using AI assistants, automation tools, or new software systems to help organize work, track follow-up, draft communication, or improve workflows? Please give an example if you have one.
- What tools or systems have you used to stay organized and track follow-up? Please include any experience with spreadsheets, email/calendar tools, task or project systems, AI assistants, automation tools, agents, or CRM systems.
Location:
- Yucaipa, CA 92399 (Preferred)
Shift availability:
Ability to Commute:
- Yucaipa, CA 92399 (Required)
Work Location: In person
