Who Are We?

Paul Gough Media is a fast-growing marketing agency that helps private physical therapy practices grow and thrive. Founded by Paul Gough, a best-selling author and renowned speaker, our company provides full-service marketing solutions, including websites, social media management, digital ads, and more. We’re passionate about helping clinic owners succeed, and we’re proud to be a trusted partner to businesses across the U.S. and beyond.

Our office in Celebration, Florida, is dynamic and fast-paced, filled with a team that’s innovative, supportive, and driven to make a real difference for our clients.

We’re looking for a dedicated AI Client Operations Coordinator to deliver exceptional service and operational support across all touchpoints of our AI products and client interactions.

This is not an entry-level admin role. We are looking for someone who is highly operational, process-minded, and comfortable working inside fast-moving workflows, CRMs, AI platforms, and automation systems. The ideal candidate can quickly learn existing systems, execute with minimal oversight, troubleshoot issues proactively, and help maintain a seamless client experience at scale.

This role is ideal for someone who is friendly, detail-oriented, proactive, and thrives on creating polished, white-glove experiences. You’ll work closely with the Head of AI (US) to ensure that every PaulAi member feels welcomed, supported, and taken care of, while also managing the day-to-day operational logistics behind the scenes.

Key Responsibilities
PaulAi Client Onboarding & Setup Support

Support the setup and ongoing management of PaulAi products for new and existing clients. Assist with preparing client workspaces, coordinating setup steps, tracking progress, and ensuring each client is properly configured and ready to go across Paula, Connie, Sanja, and other PaulAi tools. Help identify gaps, delays, or issues in setup and flag them early to ensure a smooth onboarding experience.

Client Journey Monitoring & Quality Checks

Regularly monitor client journeys to ensure they are moving smoothly through onboarding, live usage, and optimization phases. Track where each client is in their PaulAi journey, confirm key milestones are completed, and help maintain a high-quality, consistent client experience across the platform.

Client Communication & Admin Touchpoints

Support client communication via email, Slack, Zoom, CRM notes, and other communication channels. Ensure clients receive clear updates, follow-ups, and next steps at the right time. Maintain a warm, professional, proactive tone in all communication while ensuring strong follow-through and accountability.

Internal Operations & Documentation

Assist with day-to-day operational tasks that keep PaulAi running smoothly. This includes organizing documents, updating SOPs, maintaining client records, supporting internal workflows, and keeping shared systems clean and up to date. Help reduce bottlenecks, improve organization, and support operational consistency across the team.

AI Platform & Workflow Support

Work closely with the team to help manage workflows across CRMs, automation platforms, AI tools, and internal dashboards. Support workflow checks, operational handoffs, automation monitoring, and data flow validation between systems while escalating issues when needed.

While this is not a developer role, candidates should be comfortable navigating multiple systems, understanding workflow logic, troubleshooting operational issues, and adapting quickly to new AI tools and platforms.

Task Management & Cross-Team Coordination

Help track tasks, timelines, priorities, and deliverables across the PaulAi team. Ensure nothing slips through the cracks by updating task boards, following up on action items, maintaining visibility on outstanding items, and supporting collaboration across departments using tools like Microsoft Teams, Slack, Zoom, Monday, and project management software.

Continuous Improvement Support

Contribute ideas and feedback to improve internal processes, client onboarding flows, workflow efficiency, and operational scalability. Help document learnings, identify recurring client needs or friction points, and support refinements that make PaulAi easier to deliver and scale.

Success in This Role Looks Like

• Clients feel fully supported, informed, and confident throughout their PaulAi journey
• Workflows, onboarding steps, and operational tasks are completed accurately and on time
• Bottlenecks, missed steps, and workflow issues are identified proactively before they become larger problems
• Internal systems and documentation remain organized, clean, and up to date
• Communication across clients and internal teams is proactive, clear, and dependable
• The AI team operates more efficiently because of your organization, follow-through, and operational support

This Role Is Perfect for Someone Who Is:

• Naturally organized and detail-oriented — you enjoy keeping systems tidy, tracking progress, and making sure nothing slips through the cracks
• Proactive and thoughtful — you don’t wait to be told what to do; you notice when something looks off and speak up
• Calm, clear, and professional in communication — whether it’s a client update, internal note, or follow-up message, you communicate with warmth and clarity
• Tech-curious and operationally minded — you enjoy learning new tools, systems, AI platforms, and workflows and aren’t intimidated by fast-moving technology
• Process-minded — you like following systems, improving workflows, documenting processes, and helping operations scale effectively
• Client-experience focused — you care deeply that clients feel supported, informed, and confident at every stage of their PaulAi journey
• Reliable and consistent — when you say you’ll do something, it gets done, and people can trust you to follow through
• Ownership-driven — you proactively solve problems and follow through instead of waiting for direction at every step
• Excited by AI and modern businesses — you’re genuinely interested in how AI can support real businesses and want to be part of a fast-growing, forward-thinking team

Preferred Experience

• Experience working inside CRMs, automation platforms, onboarding systems, or operational workflows
• Familiarity with AI tools, workflow-based software, or client operations platforms
• Experience coordinating multiple moving parts in a fast-paced environment
• Comfortable working across tools such as Slack, Microsoft Teams, Zoom, Monday, CRMs, and project management systems
• Strong organizational skills with the ability to manage deadlines and priorities independently
• Experience supporting client-facing operational processes or onboarding workflows
• Experience with workflow troubleshooting, operational coordination, or process improvement preferred

Location: Celebration, Florida

Type: Full time, In Office

Compensation: $55,000 to $65,000 dependant on experience

Hours: Monday to Friday, 9am to 5.30pm