Operations, Billing & Onboarding Lead (Part-Time, Remote)
Hours: Part-Time: ~16–20 hours/week (to start) (Some flexibility required during onboarding cycles and launches) Full-Time: available after 3 month trial period Location: Remote (PST, CST, or EST time zones only) Fluency in spoken and written English required Compensation: Between $28-$33 hourly, commensurate with experience Opportunity for long-term growth, expanded responsibility, higher pay, and deeper operational leadership as the company scales. Quarterly Performance Bonuses. Role Summary Vision Development Incubator is seeking a highly resourceful, detail-oriented, and systems-minded Operations, Billing & Onboarding Lead to steward the behind-the-scenes flow of our client experience. This role is the backbone of operational integrity—ensuring clients are onboarded cleanly, billing is accurate and timely, systems stay organized, and internal operations run smoothly as the company evolves. You’ll be working inside a fast-moving, visionary environment where systems are continually refined and improved. This role is ideal for someone who figures things out, stays calm in ambiguity, and takes pride in creating order, clarity, and efficiency without needing constant direction. Training and SOPs exist, but systems are living—and your ability to improve them is essential. Core Responsibilities: Client Onboarding, Billing & Off boarding
- Draft contracts and manual invoices for approval
- Send contracts via DocuSign and maintain organized records of executed agreements
- Set up client accounts and payment plans in Stripe
- Confirm successful payments and troubleshoot billing or payment failures
- Add and remove clients from Kajabi, WhatsApp groups, calendars, and internal trackers
- Send welcome emails and onboarding communications
- Maintain accurate client records across systems
- Escalate renegotiation or billing exception requests to leadership when needed
- Customer service as it pertains to admin, onboarding, off boarding and payment logistics.
Operations, Systems & Documentation
- Maintain clean, intuitive organization across Google Drive, Kajabi, Notion, and internal trackers
- Create, update, and refine SOPs for recurring operational tasks
- Enforce file naming conventions and documentation hygiene
- Maintain a master navigation document for systems, assets, and workflows
- Identify inefficiencies and proactively suggest improvements to tools, systems, or processes
- Support standardization of client and internal onboarding systems
Scheduling, Calls & Communications
- Manage client scheduling systems and support automation where possible
- Schedule trainings, internal meetings, and key operational calls
- Maintain company and team calendars
- Publish announcements and schedule communications
- Attend live calls as needed to support operations
- Manage Zoom logistics including breakout rooms during trainings and events
- Record, upload, organize, and publish call replays in Kajabi
- Share replay links in community spaces
- Support sales and appointment-setting calendars as needed
Curriculum & Kajabi Management
- Support ongoing Kajabi system cleanliness and content organization
- Maintain curriculum and replay organization for ease of client navigation
- Support Notion roadmaps and curriculum-related content organization
- Surface curriculum improvement suggestions based on client FAQs and patterns
What We’re Looking For You Are:
- Extremely resourceful & tech-savvy — you know how to find answers, troubleshoot, and figure things out independently
- Comfortable operating in evolving systems without much step-by-step direction
- Warmth and customer service skills
- Highly detail-oriented and reliable
- Calm, grounded, and solution-oriented under pressure
- Organized with strong follow-through
- Proactive and self-managing
- Clear and professional in written communication
- Willing to improve systems, not just maintain them
- Trustworthy and able to handle sensitive client and financial information with integrity
Bonus If You Have:
- Experience in operations, billing, or onboarding roles
- Familiarity with Kajabi, Stripe, Notion, Google Workspace, DocuSign, Calendly, What’s App, and Zoom
- Experience supporting coaching, education, or service-based businesses
- A natural eye for optimization and systems refinement
- Comfort working with visionary founders and fast-evolving businesses
Tools You’ll Use
- Google Workspace (Docs, Sheets, Drive)
- Kajabi
- Stripe
- Notion
- DocuSign
- Zoom
- Calendly
- Asana
About Vision Development Vision Development Incubator supports entrepreneurs in building financially sustainable online businesses with integrity and long-term vision. Beyond business growth, our mission is to create lasting impact through the development of residential retreat centers and regenerative farms—spaces for restoration, creativity, and community. We’re building an ecosystem rooted in aligned growth, thoughtful systems, and legacy-level work, and we value team members who care about both operational excellence and the bigger picture they’re helping bring to life. To Apply: Please submit your resume and LinkedIn profile or Instagram profile links. The first round will be a group interview, the second round will be an individual interview with a team member, and a third round will be a final individual interview with the Founder. Job Type: Part-time Pay: $20.00 - $33.00 per hour Expected hours: 15 – 20 per week Benefits:
- Opportunities for advancement
- Work from home
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