Operations & Support Coordinator NEEDED for Parenting Startup

Overview:
Tot Squad is a fast-growing parenting support company helping new and expecting parents access trusted services through our marketplace and partnerships with major retailers like Target.

We’re looking for a proactive, detail-oriented Operations & Support Coordinator based in the Philippines to support our Baby Concierge program across customer experience, provider support, onboarding coordination, and internal operations.
This is a dynamic role with meaningful opportunities for expanded scope over time. While the majority of your time will focus on core Tot Squad operations, you’ll also support occasional administrative tasks for the CEO.

If you’re highly organized, tech-savvy, proactive, and thrive in fast-paced startup environments, we’d love to meet you.

Compensation:
-Compensation: $6 USD/hour (up to ?10,260 PHP/week)
-Hours: Up to 30 hours/week to start with the ability to grow to full-time

Schedule:
-Expected working hours are approximately 8:00am–2:00pm PST
-Mix of weekday and weekend coverage (~6 hours/day)
-2 days off during the week
-Potential for expanded hours and responsibilities over time

Additional Expectations:
-Consistent schedule required
-No overlap with other employment during working hours
-Flexibility to support increased coverage during peak periods

What You’ll Be Responsible For:
Customer & Provider Support
-Respond to customer inquiries related to scheduling, cancellations, no-shows, and appointment support
-Support Baby Specialists with questions via email and our CRM (Freshdesk)
-Help ensure a smooth, high-quality experience for both customers and providers

Provider Onboarding & Pipeline Support
-Help identify and outreach to prospective providers in priority markets
-Review applications and support initial qualification of prospective providers
-Guide selected providers through onboarding and training materials
-Keep onboarding workflows and status tracking updated and organized

Administrative & Operations Support
-Maintain and update data across systems like Airtable, ---------- , Freshdesk, and Trafft
-Ensure scheduling and operational systems remain accurate and organized
-Support reporting, tracking, and operational analytics
-Assist with operational workflows and general administrative coordination

Executive Support
-Support our CEO with occasional administrative coordination and scheduling tasks
-Executive support will be a smaller portion of the role, with primary focus placed on core business operations

What We’re Looking For:
-Excellent written and verbal English communication skills
-Highly organized with strong attention to detail
-Proactive and able to take ownership of work
-Comfortable managing multiple priorities at once
-Tech-savvy and quick to learn new systems and tools
-Strong follow-through and reliability
-Comfortable working in a fast-paced startup environment
-Experience in customer support, onboarding, operations, or coordination roles is a plus
-Preferred Experience With: Gmail & Google Workspace, Slack, Airtable, ----------
Freshdesk or customer support platforms, Scheduling tools and CRMs

You’re a Great Fit If You…
-Communicate clearly, professionally, and proactively in both written and spoken English, including strong grammar and comfort with idioms/slang
-Are highly organized, detail-oriented, and reliable, with strong follow-through and accountability
-Thrive in fast-paced, constantly evolving startup environments and can adapt quickly as priorities shift
-Take ownership of your work and consistently stay on top of tasks, deadlines, and updates without needing reminders
-Are extremely tech-savvy, a fast learner, and comfortable navigating new tools and systems independently (experience with ChatGPT/AI tools is a plus)
-Are comfortable on Zoom/video calls and can confidently place and receive U.S. phone calls, including conference calls when needed
-Maintain clean, accurate data and help keep operations running smoothly behind the scenes
-Identify gaps, think proactively, and take initiative to improve processes and workflows
-Are proficient with tools such as Gmail, Google Drive, Slack, Zoom, Loom, Canva, LastPass, and task management platforms like Todoist
-Use time-tracking tools responsibly and provide transparent, consistent communication around progress and workload
-Create positive experiences for both customers and providers through thoughtful, responsive support
-Exercise strong judgment and discretion when handling company and personal matters
-Are excited to support a mission-driven, all-female startup team focused on helping families
-Have a quiet, professional home office setup with reliable internet and equipment to support remote work successfully
-Are fully available during scheduled working hours without competing responsibilities such as childcare or other active employment commitments

What Success Looks Like:
-You communicate clearly, professionally, and proactively
-You help keep operations running smoothly behind the scenes
-You maintain clean and accurate data across systems
-You identify gaps and take initiative to improve processes
-You create a positive experience for both customers and providers
-You are accountable, reliable, and consistently show up on time when scheduled to work

Why Join Tot Squad?
Tot Squad is a mission-driven company working to make a real impact for families. You’ll be joining a supportive, collaborative team that cares deeply about the work we do and the people we serve.

This role offers the opportunity to build expertise across operations, customer experience, and marketplace support while growing alongside a fast-moving startup team.

We value initiative, teamwork, communication, and people who genuinely care about helping others succeed.

How to Apply

Please send:
1. Your resume
2. A short note explaining why you’d be a great fit for this role
3. Any relevant customer support, operations, or coordination experience

Top candidates may be invited to:
-Submit a short Loom video introduction
-Participate in a couple of virtual interviews with our team

We can’t wait to meet you and welcome you to the squad!