Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We’re seeking a warm, organized, and operations-minded Client Care & Operations Coordinator to support be the change HR’s client experience. This mid-level role handles administrative tasks across client management, light AR/invoicing follow-up, marketing quality checks, and CRM management.

It requires strong operational skills, follow-through, judgment, and bilingual English/Spanish communication rather than deep accounting or marketing expertise. HubSpot experience is preferred, but the priority is strong, hands-on CRM experience.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 9:00 AM – 6:00 PM EST.

Salary: $4,000,000 COP

Contract: Non-fixed Term Colombian Contract.

Requirements:

- Education: Bachelor´s Degree
- Experience: 2-5 years of experience in client-facing operations, administrative coordination, client service, or a comparable support role. Extensive hands-on CRM management experience, including data hygiene, record maintenance, reporting support, and basic workflows/automations; HubSpot experience preferred.
- Skills: Fluent spoken and written English and Spanish; comfortable conducting professional client calls in either language. Experience with client service, administrative coordination, light invoicing/AR follow-up, or related operational support tasks. Strong organization, attention to detail, follow-through, prioritization, judgment, reliable internet,



and independent remote-work ability.
- Characteristics: Warm bilingual communication; client relationship support; operational coordination; CRM hygiene; light AR follow-up; marketing QA; KPI/report tracking; documentation; confidentiality; remote collaboration; and escalation discipline.

Preferred Qualifications - Nice-to-Haves

- Experience in professional services, consulting, HR, agency, or multi-client service environments.
- Familiarity with HubSpot, QuickBooks, Toggl, Trello, Google Workspace, Slack, Zoom, lifecycle communications, and CRM reporting tools.

Responsibilities: Client Management & Administrative Coordination

- Serve as a primary contact for routine client inquiries by phone, email, and chat; support proactive check-ins, kickoff follow-up, and client relationship tracking.
- Maintain the Operations Check-In Tracker, service commitments, deadlines, next steps, and client coverage.
- Coordinate with the CEO, HR Business Partner, and HR Pros; resolve routine requests and escalate sensitive or non-routine matters.

CRM Management (HubSpot Preferred)

- Maintain CRM records, required fields, segmentation, follow-up sequences, client check-in cadence, and basic workflows or automations.
- Support onboarding, value-reminder, upgrade-path, and client-retention communications while keeping CRM data clean, current, and documented.

Light AR & Invoicing Follow-Up

- Support invoice preparation, track outstanding balances, and complete first-level AR/invoicing follow-up with clients.
- Escalate billing questions or discrepancies to the CEO and outsourced accounting team; maintain accurate, confidential records within the scope of the role.

Operations, KPI Tracking & Marketing Quality Checks

- Track agreed KPIs and prepare recurring reports/updates; maintain SOPs, trackers, vendor records, renewals, and basic process documentation.
- Perform light marketing QA, including proofreading, formatting review, content approvals, webinar logistics, HubSpot email sends, brand consistency checks, and English-Spanish translation support.

📌 Client Care & Operations Coordinator (Colombia)
🏢 DOXA Talent
📍 Colombia