Operations Coordinator

Industry Healthcare / Life Sciences Work Arrangement Fully Remote Job Type Full-time Work Schedule 40 hours per week (9:00 am - 5:00 pm EST) Locations: LATAM: Mexico City (Mexico), Bogotá (Colombia), São Paulo (Brazil), Buenos Aires (Argentina), Lima (Peru), Honduras (Dominican Republic) About Pearl Talent Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US. Hear why we exist, what we believe in, and who we’re building for: WATCH HERE Why Work with Us? At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers. About the Company Our client operates in the healthcare and life sciences space, supporting critical partnerships and internal operations tied to blood donation and health testing programs. The company is mission-driven, fast-growing, and focused on improving healthcare outcomes through strategic partnerships and operational excellence. Role Overview The Operations Coordinator (Healthcare Partnerships & Operations) is responsible for supporting and coordinating partnership workflows, internal documentation, and operational systems. This role ensures smooth collaboration between partners and internal teams, maintaining high standards of accuracy and follow-through. You will manage CRM tracking, meeting documentation, and system hygiene while assisting with ad hoc operational needs. The ideal candidate is highly organized, proactive, and thrives in fast-paced startup environments where structure and clarity are critical. Your Impact Ensure operational workflows run smoothly across healthcare partnerships, improving efficiency and reducing errors. Maintain accurate CRM and project documentation to enhance visibility and decision-making. Support partner engagement and internal teams by coordinating follow-ups, meetings, and communications. Contribute to process improvements that increase overall operational effectiveness and scalability. Core Responsibilities Partnership Sales & Operations – 35% Maintain and update partnership CRM data, ensuring all opportunities, follow-ups, and touchpoints are accurately tracked. Monitor sales pipelines and partnership conversations, flagging risks or stalled items proactively. Coordinate scheduling and logistics with healthcare and blood center partners. Handle routine partner communications related to scheduling, documentation requests, and operational coordination. Support partner queries via Intercom. Meeting & Documentation Management – 25% Review recordings from internal and external meetings to extract action items, decisions, and next steps. Update project documentation and living documents based on meeting outcomes and partner requirements. Prepare follow-up materials and documentation packages for partners post–sales or operational meetings. Ensure key takeaways are logged with clear ownership and due dates in internal systems. Notion & Systems Management – 25% Serve as the operational backbone of the Notion workspace, ensuring information is current and accessible. Create and maintain project, launch, and partnership trackers with high visibility. Build and refine workflows, templates, and documentation as operations scale. Proactively flag missing information, outdated data, or stalled action items. General Operations Support – 15% Handle ad hoc operational tasks common in fast-growing startup environments. Support new market launches through documentation, partner onboarding, and scheduling. Assist with vendor coordination and administrative tasks as needed. Identify inefficiencies and recommend process improvements to increase operational effectiveness. Requirements Must-Haves (Required) Strong systems-thinking mindset with the ability to create order from complexity. Exceptional written communication skills, with the ability to tailor messaging to different audiences. High attention to detail and strong prioritization skills. Experience using Notion or similar collaborative project management tools. Experience working with CRM systems to track partnerships or opportunities. Ability to work independently and stay on track without constant oversight. Comfort operating in ambiguous, fast-paced startup environments. Nice-to-Haves (Preferred) Experience supporting founders or senior executives in startup settings. Experience with calendar management and cross-time-zone scheduling. Background in sales operations or business development support. Exposure to documentation-heavy or compliance-oriented partnerships. Experience using Clay or similar workflow tools. Tools Proficiency Must-Haves (Required) Notion, CRM (Customer IO), Google Workspace (Docs, Sheets, Calendar), Email, Slack Nice-to-Haves (Preferred) Automation or enrichment tools (e.g., Clay), Project management or operations tools Benefits Competitive Salary: Based on experience and skills Remote Work: Fully remote—work from anywhere Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting Generous PTO: In accordance with company policy Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees Direct Mentorship: Guidance from international industry experts Learning & Development: Ongoing access to resources for professional growth Global Networking: Connect with professionals worldwide Our Recruitment Process Application Screening Skills Assessment Top-grading Interview Client Interview Job Offer Client Onboarding Ready to Join Us? If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.