Recruitment Operations & Client Success VA

WISE SCOUT

RECRUITMENT OPERATIONS & CLIENT SUCCESS VA

Remote · Full-Time
ABOUT WISE SCOUT

Wise Scout is a recruitment firm that helps small and growing businesses find and hire exceptional remote talent, primarily in the Philippines. We're a small, tight-knit team that does meaningful work: we match the right people with the right opportunities and help businesses build teams they're genuinely proud of.
We're a caring, lighthearted team that believes work should be purposeful but not all-consuming. We care about our families, our people, and doing things well. If you've ever wanted to be part of a company where you're treated as a person first — this is that place.
We're growing, and this hire is a critical next step. The person who steps into this role won't just support the work, they'll help shape how we operate and eventually build a team of their own.

ROLE OVERVIEW

We're looking for a Recruitment Operations & Client Success VA to be the operational engine behind Wise Scout's hiring pipelines and client relationships. This is a role for someone who loves moving things forward; who sees a task and gets it done without waiting to be told twice.
You'll own the day-to-day execution of our recruitment process: setting up client meetings, building assessment pipelines, posting jobs, filtering candidates, tracking progress, and keeping clients informed every step of the way. You'll also support internal HR for our staff and jump into client-facing calls when needed.
This isn't a role where you'll wait for perfect instructions. We have processes — many of them — but they're still being refined. You'll need to be comfortable stepping into some ambiguity, figuring out what the next step is, and moving forward. If that excites you, you'll thrive here.

SCHEDULE & AVAILABILITY

This role requires meaningful overlap with U.S. business hours, as client meetings and internal team calls happen in U.S. time zones.

- At least half of your working hours must be available during U.S. business hours in the Central time zone. During busy weeks, around a quarter of your hours will be spent in the U.S. Central time afternoons (between 12–4am PHT)
- Weekly all-hands meeting with the full Wise Scout team (Tuesdays 2pm CST/3am PHT)
- Weekly operational sync with Hiring Coordinator to drive hiring pipelines forward
- Schedule is otherwise flexible; we trust you to manage your time and deliver results


WHAT YOU'LL OWN

This role is broad but focused. Here are the five core areas you'll be responsible for:

1. CLIENT COMMUNICATION & RELATIONSHIP MANAGEMENT

- Set up and schedule intro calls with new clients; follow up with meeting notes, to-dos, and next steps
- Maintain consistent, professional communication with clients throughout the hiring process
- Send follow-up check-ins over days and weeks to stay top of mind with prospective clients
- Represent Wise Scout warmly and confidently in email and on video calls
- Potentially run intro meetings and hiring calls with clients independently over time


2. HIRING PIPELINE MANAGEMENT

- Build and manage assessment pipelines in Criteria Corp for each active role
- Write experience questionnaires: self-assessment quizzes designed to quantify a candidate's background through how they answer, not just what they say
- Post job descriptions across multiple job boards
- Download and score applicants in spreadsheets; filter to top candidates based on scores and answers
- Move candidates through each stage of the pipeline with clear documentation and communication


3. RECRUITMENT REPORTING & TRACKING

- Maintain a master tracking spreadsheet showing all open roles, current stage, and time-in-process for each
- Upload data and report regularly to leadership on pipeline health: how many applicants, who's moving forward, and where things stand
- Ensure nothing falls through the cracks between steps or between client touchpoints


4. JOB DESCRIPTION WRITING

- Use AI tools (and interview notes) to draft compelling, accurate job descriptions for each client role
- Collaborate with team to refine and finalize before posting


5. INTERNAL HR & STAFF SUPPORT

- Check in regularly with Wise Scout's internal staff to gauge workload, morale, and needs
- Answer basic technical questions about Slack, ---------- , and other internal tools
- Track team hours in ---------- , compile timesheets, and submit payroll through ----------
- Support onboarding of new hires as the team grows


WHAT WE'RE LOOKING FOR

Skills and tools can be taught. What we can't teach is the right wiring. Here's what that looks like for this role:

YOU'RE A FIT IF YOU:

- Are self-directed; you see what needs to happen next, and you do it
- Love checking things off a list and moving tasks forward without being prompted
- Are detail-oriented without being paralyzed by perfectionism — 90% shipped beats 100% stuck
- Communicate openly and confidently, both in writing and on video calls
- Are comfortable making mistakes and talking about them honestly, so the team can move on
- Solve problems independently; you Google it, look at how it was done before, and figure it out
- Enjoy understanding the whole process, not just your piece of it
- Can hold a lot of moving pieces simultaneously without dropping the ball

THIS ROLE IS NOT A FIT IF YOU:

- Need clear, step-by-step instructions for everything before you can act
- Are uncomfortable with ambiguity or imperfect processes
- Avoid difficult conversations or are reluctant to give or receive direct feedback
- Struggle to communicate confidently with clients or leadership
- Get overwhelmed when managing multiple tasks or clients at once


TOOLS YOU'LL WORK WITH

You must arrive proficient in Google Workspace, especially Google Sheets and Gmail. Everything else can be learned on the job.

- Google Workspace: Gmail, Google Sheets, Google Docs, Google Meet (must-have on day one)
- Slack: internal team communication
- Criteria Corp: assessment and hiring pipeline tool (we'll train you)
- ---------- : time tracking for internal staff
- QuickBooks Online: bookkeeping and invoicing (light exposure helpful)
- ---------- : payroll and payments
- AI writing tools: to assist with job descriptions, emails, and candidate summaries
- Fathom or similar AI note takers: for meeting documentation


WHAT THIS ROLE DOES NOT INCLUDE

To be clear about scope:

- No marketing, social media, or content creation
- No image design or creative work
- No bookkeeping or accounting responsibility


TRAINING & ONBOARDING

This position includes a three-month training and onboarding period. We don't expect perfection on day one — we invest in getting you up to speed the right way. Here's roughly what the arc looks like:

- Week 1: Learn our tools, processes, and active client roster; shadow existing pipelines; get familiar with our communication style and documentation
- Month 1: Take ownership of client communication for existing roles; begin building and managing assessment pipelines with guidance
- Month 2: Run pipeline reporting independently; begin drafting job descriptions and experience questionnaires with light review
- Month 3: Fully own your client relationships and hiring pipelines; begin joining or running client calls; formal performance review at 90 days

We meet regularly throughout; you won't be left guessing. And if something isn't working, we'll talk about it directly and fix it together.

COMPENSATION & BENEFITS

We believe in being transparent about what you can earn — not just today, but down the road. Here's the full picture:
This position includes a three-month training and onboarding period, compensated at $5.50/hour. After this period, compensation increases to $6.00–$7.00/hour for the following nine months. After your first full year, compensation increases to $7.50–$9.00/hour based on performance, with annual raises to follow.
Over the next 3–5 years, this individual would progress into a strategically focused leadership role, managing a team of their own, at compensation ranging from $30,000–$40,000 USD annually ($1.7M–$2.25M Philippine pesos).

ADDITIONAL DETAILS:

- Twice-monthly payroll: hours worked 1st–15th paid on the 20th; 16th–end of month paid on the 5th
- Monthly PhilHealth and SSS contribution reimbursement (minimum $30/month), beginning after your training period
- Annual performance-based raises
- Performance bonuses or profit sharing eligibility beginning at 9 months
- 15 days PTO per year (years 1–2) -> 18 days (years 2–5) -> 21 days (5+ years)
- 6–8 paid holidays (U.S. holidays observed; flexibility for key Philippine holidays)


GROWTH & LONG-TERM OPPORTUNITY

This is not a dead-end role — it's a launchpad.
As Wise Scout grows, so does this position. The person who excels here will have the opportunity to move into a team leadership role, eventually managing a small team of their own that supports the full client roster. That means more responsibility, more compensation, and a real career path — not just a job.
We're not looking for someone to plug a gap. We're looking for someone to grow with us for the long haul. If you're still here in three years, we want you to look back and say this was one of the best decisions you ever made.

TO APPLY, please click the following link: ---------- /o/JB-7CRXVT8PL/landing?u= ---------- Here, you will be prompted to upload a resume, fill out an Experience Questionnaire, and take a quick assessment. If you pass this first round, we will send you a few follow-up assessments.
The last round will involve sending in a video recording of yourself answering a handful of questions, then a live face-to-face interview. Then we will make our final decision.
PLEASE NOTE: It is best to have already taken your English Proficiency Assessment on your Onlinejobs.ph profile through ---------- and the IQ Test through ---------- before applying, as we will request both in the application process. It is not mandatory to have them completed, but it will improve your chances of moving along in the process.

— The Wise Scout Team