Student Success & Operations Coordinator

About the Role

Infilysis is a Canada-based firm specializing in career coaching to support newcomers and internationally trained professionals in building thriving careers in Canada. We offer tailored coaching services including resume crafting, interview preparation, networking techniques, application guidance, and ongoing job search assistance. We are seeking a highly organized and proactive Student Success & Operations Coordinator to oversee client interactions, onboarding processes, documentation, follow-ups, payments, access to learning platforms, and overall daily administrative functions.

Key Responsibilities

• Maintain communication with clients via WhatsApp Business, email, phone, LinkedIn, and Microsoft Teams.
• Respond to standard inquiries and assist clients throughout various coaching milestones.
• Arrange and confirm coaching sessions, resume reviews, webinars, consultations, and follow-up meetings.
• Send timely reminders and follow up on meetings, assigned tasks, forms, resumes, and pending items.
• Monitor client progress and update their current coaching phase and next steps.
• Escalate any coaching, technical, payment, or service issues to relevant team members.
• Facilitate new client onboarding, ensuring all forms, agreements, and payments are completed accurately.
• Distribute onboarding instructions, checklists, agreements, meeting links, and program communications.
• Maintain organized digital client records and update internal trackers for agreements, onboarding status, and documentation while safeguarding client confidentiality.
• Coordinate with coaching, sales, marketing, and finance departments as necessary.
• Manage routine email communications and reminders via Microsoft Outlook and utilize Mail Merge for mass messaging.
• Create personalized WhatsApp and email follow-ups and maintain communication templates for various operational needs.
• Oversee calendar management, appointments, rescheduling, and meeting logistics.
• Support management with reports, presentations, documents, and daily administrative tasks.
• Keep accurate records of invoices, payment schedules, statuses, and overdue payments.
• Send courteous payment reminders and follow up on outstanding fees, instalments, and invoices.
• Update payment details in internal systems and coordinate payment discrepancies with finance or management teams.
• Track agreement completion, renewals, cancellations, and required documentation.
• Manage client profiles on the Learning Management System (LMS), granting and updating access to training materials, videos, workshops, and resources.
• Troubleshoot access issues and collaborate with technical support when needed.
• Maintain records of platform access history, modifications, or revocations.
• Coordinate webinar registrations, attendance, reminders, and post-event follow ups.
• Maintain participant data including resumes, questions, and session documents.
• Distribute correct joining instructions and assist clients with registration or access problems.
• Support live sessions by managing attendance, chats, and announcements when required.
• Organize session recordings and reports post-event.
• Maintain client data accuracy across CRM, Excel, Google Sheets, or internal trackers.
• Keep track of bookings, attendances, pending documents, payments, onboarding status and all client activities.
• Produce daily and weekly operational reports ensuring all client-related follow-ups are completed timely.

Eligibility

Applicants must have completed any graduate degree.