CRM & Operations Virtual Assistant — Attio Platform Specialist

# CRM & Operations Virtual Assistant — Attio Platform Specialist

Company: Relational Minds (Australia-based child and family mental health service)
Type: Full-time (40 hours/week)
Schedule: Flexible within AEST business hours (Mon–Fri, with at least 4 hours daily overlap with 9am–5pm AEST)
Salary: PHP 35,000–75,000/month depending on experience
Start: Immediate

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About us

Relational Minds is a growing child and adolescent mental health clinic based in Victoria, Australia. We operate across multiple locations and via national telehealth. We work with families — not just individuals — and our service model tracks long-term relationships with families across their child's developmental lifespan.

We are a small, values-driven team building something meaningful. We need someone who cares about getting systems right because real families depend on them.

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The role

We are hiring a CRM and Operations Virtual Assistant to become the backbone of our customer experience and administrative operations. This is not a data entry role. You will be responsible for:

CRM setup and ownership (Attio platform)

- Configuring our Attio CRM workspace from the ground up based on detailed documentation we will provide
- Creating custom objects (Family, Child, Service Episode) with defined fields and relationships
- Building pipeline stages that mirror our clinical journey
- Setting up filtered views and dashboards for our clinical and CX teams (e.g. overdue reports, families approaching milestones, inactive families)
- Configuring automations and workflow triggers within Attio
- Integrating Attio with Kajabi (our membership and content platform) via Zapier or Make
- Maintaining data integrity, deduplication, and ongoing system hygiene
- Documenting all configurations, processes, and SOPs as you build them

Operational and admin support

- Monitoring the CRM daily to ensure no family falls through the cracks
- Flagging overdue actions, missing consent forms, and stalled cases to the appropriate tea ---------- mber
- Supporting clinicians by chasing outstanding administrative tasks (unsigned reports, missing forms)
- Reminding clinicians when families have not had an appointment in three or more weeks
- Generating fortnightly case lists for senior clinicians showing where each family sits in their journey
- Coordinating with the CX team to ensure proactive outreach is happening at developmental milestones
- Supporting scheduling, correspondence, and general admin tasks as needed

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#What we need from you

Must-have skills

- Demonstrated experience setting up a CRM platform from scratch (not just using one that was already configured). We want to see examples of workspaces you have built — objects, pipelines, automations, dashboards
- Strong experience with at least two of: Attio, HubSpot, Salesforce, Pipedrive, Zoho, Monday CRM, or a similar modern CRM
- Experience with Zapier or Make for building integrations between platforms
- Excellent written English — you will communicate directly with Australian clinicians and families
- Strong attention to detail and an ability to follow complex documentation precisely
- Ability to work independently, solve problems, and flag issues before they become problems
- Experience working in healthcare, allied health, disability services (NDIS), or a family services environment is a strong advantage

Nice-to-have

- Familiarity with Attio specifically (custom objects, automations, API)
- Experience with Kajabi (courses, memberships, community, email sequences)
- Basic understanding of Zapier webhooks, filters, and multi-step automations
- Experience supporting clinical or professional services teams
- Familiarity with Australian healthcare systems, NDIS, or Medicare

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How to apply

Do not send a generic cover letter. We will not read it.

Instead, please answer the following questions in your application. Copy and paste them and write your answers below each one:

1. What is the most complex CRM you have set up from scratch? Describe the objects, pipelines, and automations you built. Name the platform.

2. Have you ever built a CRM that tracks relationships (not just transactions)? For example, where one record (like a family or company) has multiple linked child records and multiple service episodes over time. Describe how you structured it.

3. Have you used Attio? If yes, describe what you built. If no, describe how you would learn a new CRM platform you haven't used before.

4. Describe a situation where you identified a process gap or system problem before your employer noticed it. What did you do?

5. What is your experience with Zapier or Make? Give an example of a multi-step automation you have built.

6. Include the phrase "I read the full job post" at the top of your application so we know you followed these instructions.

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What you can expect from us

- A long-term role with a growing organisation (this is not a short-term project)
- Detailed documentation and training materials — we will not leave you guessing about what to build
- A respectful, professional working relationship with clear expectations and regular feedback
- Opportunities to grow your role as the organisation scales
- Direct access to leadership — you will work closely with the practice director and operations manager

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Important: Confidentiality and IP protection

This role involves access to sensitive clinical systems, family data, and proprietary business processes. Before commencing work, you will be required to sign:

- A Non-Disclosure Agreement (NDA) covering all client data, clinical information, business processes, and proprietary systems you encounter during your employment
- A Confidentiality and IP Assignment Agreement confirming that all systems, configurations, workflows, automations, documentation, and SOPs you create during your employment are the intellectual property of Relational Minds
- An Acceptable Use Policy governing your access to our platforms, data handling standards, and security requirements

You will be granted access to systems progressively (not all at once) as trust is established. All platform access will be via company-managed accounts with appropriate permissions. We use activity logging and will conduct periodic access reviews.

These are standard protections for any role involving sensitive data and system architecture. If you have experience working under similar agreements, please mention this in your application.

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About the hiring process

1. Application review — we read your answers to the six questions above
2. Short screening call (15 min, video) — to confirm communication skills and availability
3. Paid test task (2–3 hours, compensated at your hourly rate) — we will give you access to a sandbox Attio workspace and ask you to configure a small portion of our system based on documentation we provide. This tests your ability to follow complex instructions and build CRM architecture independently
4. Final interview (30 min, video) — with the practice director and operations manager
5. Offer and onboarding — NDA and IP agreements signed before platform access is granted

We respond to every serious application. If you follow the instructions above, you will hear from us.