Client Success & Fulfillment Specialist

for USA Home Listings | Ready Roles Division

The Client Success & Fulfillment Specialist is the driving force behind the Data Activator Assistant Program, a high-impact initiative built for moving company owners using Tier 2 homeowner data from USA Home Listings. You’ll manage VA placements, onboarding, outreach performance, and marketing execution—ensuring every assistant drives value from Day 1.

This is a hybrid operations and client success role ideal for a proactive implementer who thrives in fast-paced environments. You’ll coordinate across recruiting, sales, and content, all while ensuring our clients and assistants are supported, coached, and driving measurable results.

• Deliver one assistant at a time using a video + scorecard format.
• Coordinate with recruiting to maintain a trained bench skilled in:
  • Tier 2 data filtering
  • SMS outreach
  • CRM and EOD reporting
     
• Launch and manage a structured 10-day onboarding plan post-client selection.
• Track daily progress and coach assistants to meet outreach expectations.
• Treat Big League Movers as your internal testbed—apply, test, and optimize systems for external rollout.
   

• Maintain a performance tracker including:
   
  • Hours worked
  • Messages sent
  • Estimates booked
  • Moves closed
    Realtor meetings set
     
• Track and manage assistant bonuses and performance-based incentives.
• Submit weekly Monday reports to EAOM and Integrator EA.
• Escalate no-shows or underperformance within 24 hours via Slack, including screenshots and a proposed solution.
   

• Operate our outreach toolkit:
   
  • Shortlink landing page
  • Outreach scripts
  • Visual flyers
  • Explainer video
     
• Post 3x/week in Facebook groups using:
   
  • Screenshots
  • EOD highlights
  • Client quotes
  • ROI proof
     
• Respond to comments and DMs, track lead engagement, and escalate hot leads to the Sales Strategist or Integrator EA.
   

• Organize tasks and deadlines using Todoist.
• Provide daily red light updates and participate in weekly planning cycles via Slack.
• Collaborate cross-functionally with:
   
  • HR Manager (recruiting needs)
  • Sales Strategist (lead pipeline readiness)
  • EA – Ops & Content (asset updates and funnel optimization)
     

• Follow up monthly with every new client during their first 4 months.
• Confirm assistant performance, gather testimonials, and address concerns.
• Identify upsell opportunities:
   
  • Additional Data Activators
  • Custom VA roles
  • Admin or marketing-focused Ready Roles Assistants (RRAs)
     
• Submit a monthly report summarizing:
   
  • Clients contacted
  • Assistant outcomes
  • Any expansion opportunities or flags
     

Execution-First Operator – You love seeing a system work and know how to keep it moving without daily supervision.

Client-Savvy Communicator – You can write clean, confident updates and follow up with business owners to keep relationships strong.

Metrics-Driven Mindset – You track output and flag red lights with clarity and speed.

Balanced Skillset – You’re equally comfortable posting in Facebook groups, onboarding assistants, and updating tracking sheets.

• 2+ years in operations, client coordination, VA placement, or project execution
• Strong written English and professional communication skills
• Familiarity with VA workflows, task management tools, and online outreach
• Comfortable using Facebook groups and Canva for grassroots marketing
• Highly organized, reliable, and self-managing

• You avoid outreach or online posting
• You’re uncomfortable messaging business owners or following up
• You struggle to organize yourself or track task status
• You wait for direction instead of taking initiative
   

• You love building systems and improving workflows
• You’re excited to help small businesses grow through VA support
• You balance marketing, fulfillment, and reporting with ease
• You follow through without being chased
• You enjoy working in Slack, Todoist, and Google Workspace
   

If you’re ready to own a program that drives real ROI for small businesses, build VA placements that succeed, and keep growth pipelines healthy and active—we want to hear from you. Apply today and take the lead on Flywheel’s fastest-growing assistant program.