WE’RE HIRING

Operations & Client Experience Coordinator

Part-time (20 hrs/week) | Fully Remote I FREELANCE

We’re Great Expatation, a boutique relocation agency helping expats find their home in the Netherlands. We work personally, hands-on, and always with a dedicated agent per client.

We’ve been growing fast, and we’re looking for someone special to run the inside of our business, someone who becomes the right hand of our founder. If you’re someone who loves bringing order to a busy operation, genuinely cares about people, and gets excited about making things better, this might be exactly what you’re looking for.

What You’ll Be Doing

Client Communication & Guidance

Manage WhatsApp Business — all client groups, questions, and follow-ups
Guide clients through document submission and keep things moving
Create simple instruction materials (think: short Loom videos, checklists)
Spot when a client needs extra attention, and act on it

Inbox & Email Management

Manage the company inbox, read, sort, respond, and follow up
Make sure no lead, client, or partner message falls through the cracks
Handle routine email communication independently and flag what needs founder attention

Lead Follow-Up

Follow up on warm leads
Answer questions, remove doubts, and help convert prospects into happy clients
Keep our pipeline organized and up to date in Monday.com

Housing agents Coordination & Quality

Weekly check-ins with our housing agents
Onboard new freelancers and train them on our way of working
Keep an eye on quality, how we communicate, how we search, how we show up

Operations & Admin

Keep Monday.com running smoothly - statuses, labels, overview
Manage document folders, share links, coordinate handoffs
Handle invoicing steps and improve our automations over time

Business Insights & Reporting

Build and maintain a clear overview of our key numbers: leads, intakes, conversion rates, successful placements, and revenue vs. costs
Create a simple but powerful dashboard or reporting system — whether that’s in Monday.com, a spreadsheet, or a self-built AI tool
Send a short daily or every-other-day update to the founder — what’s happening, what needs attention, what’s been handled
Be the eyes and ears of the operation so nothing gets missed

Website Analytics & Online Marketing Insights

Set up and manage website analytics (e.g. Google Analytics or equivalent)

Monitor website traffic, visitor behavior, and key pages on a weekly basis

Report on where visitors come from, what they look at, and where they drop off

Identify opportunities to improve online visibility and conversion

Support the founder in making data-driven decisions about online marketing efforts

Explore and implement basic follow-up strategies for website visitors where applicable

Process Improvement & AI

Use AI tools to improve efficiency across all areas of the role

Build simple automations or AI-powered tools where they add value

Proactively suggest and implement process improvements

Working Hours

This is a part-time role of 20 hours per week, spread across 5 days. We ask that at least a portion of your daily hours overlap with regular Dutch office hours (9:00–17:30 CET). This is important because our clients and agents are active during the day, and quick responses make a real difference. You don’t need to be available all day, but daily availability during core hours is a must.

You’re Our Person If…

You are a freelancer
You have hands-on experience with Monday.com(this is a must)
You’re genuinely excited about AI tools and love experimenting with them
You can build simple dashboards, reporting systems, or even basic AI tools — and you enjoy doing it
Your English communication is excellent — written and spoken
You’re proactive and independent — you don’t wait to be told, you take ownership
You have a background in operations, coordination, or client-facing roles
You’re based in a European time zone (or willing to work those hours)
You thrive as a right hand — someone who keeps everything running smoothly behind the scenes