Operations & Client Relations Specialist

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Operations & Client Relations Specialist based in Brazil. We are seeking an organized, proactive, and detail-oriented professional to coordinate client relationships and event operations for an international events organization. In this role, you will serve as a key point of contact for licensees, participants, VIP guests, vendors, and internal teams. You will oversee communications, contract management, onboarding, registrations, accommodation arrangements, and payment follow-ups. Working across multiple digital platforms, you will ensure that information remains accurate, requests are resolved promptly, and every operational detail is documented. You will also collaborate with Marketing and leadership to support event execution, improve internal processes, and maintain a seamless participant experience. This is an excellent opportunity for someone who enjoys combining relationship management, administrative coordination, and hands-on event operations in a dynamic, international environment. The position is part-time and remote, with occasional flexibility required during event periods.

Client Communication and Relationship Management Manage incoming emails and maintain a response time of up to 24 hours. Communicate professionally with licensees, participants, vendors, and internal teams through email, WhatsApp, RingCentral, Slack, and Telegram. Coordinate meetings, follow up on outstanding requests, and ensure communications are properly documented and archived. Provide clear guidance on operational procedures, documentation requirements, and next steps. Licensee Onboarding and Development Coordinate onboarding for new licensees, including setting up Google Drive folders, sharing materials, and managing onboarding communications. Lead initial meetings to explain processes, operational guidelines, and available resources. Track material requests and confirm timely delivery. Research qualified prospects, coordinate event and product presentation meetings, and support follow-up activities in collaboration with Marketing and leadership. Contract and Documentation Management Prepare and customize contracts in Portuguese and English for camps, gatherings, and other events. Review contract details for accuracy, manage electronic signatures through PandaDoc, and follow up until agreements are completed. Maintain organized records of signed contracts and other essential documents. Event Operations and Logistics Manage participant registrations and records through Cvent, including registration updates, coupon administration, and data corrections. Coordinate hotel accommodations, room allocations, and rooming lists, maintaining communication with hotels until all adjustments are finalized. Track payments received through card payments, PIX, Stripe, Square, and Rede Itaú; support reconciliation, invoice issuance, event financial closing, and appropriate refund routing through Bliss. Coordinate confirmations, requirements, and communications for VIPs, honored guests, and board members. Manage Black Belt graduation requests, documentation, approval workflows, and status tracking. Marketing Coordination Communicate confirmed event dates and changes to locations, schedules, and other essential information to Marketing. Review operational details before publication to ensure consistency and accuracy across event communications and promotional materials. Systems, Documentation, and Continuous Improvement Maintain essential resources, including event request forms, operational manuals, invoice templates, financial spreadsheets, event memories, and post-event materials. Build and maintain Monday.com boards to track requests, responsibilities, deadlines, statuses, and next steps. Test event pages and digital systems, report technical issues, and validate user experience before launch. Create and update frequently asked questions, chatbot responses, and participant satisfaction surveys. Distribute surveys, monitor participation, and organize results for analysis. Lead post-event follow-ups, ensuring outstanding payments, refunds, unresolved requests, and lessons learned are properly addressed. Performance and Operational Excellence Maintain timely communication, complete licensee onboarding, and ensure contracts are signed and archived. Ensure hotel rooming lists and accommodation details are finalized before events. Monitor outstanding payments and refunds until resolution. Keep operational tracking boards accurate and up to date. Support qualified lead generation and meeting scheduling while identifying opportunities to improve workflows and automate repetitive tasks. Requirements: Professional Experience 2–4 years of experience in client relations, customer success, event operations, administrative coordination, or operations support. Proven ability to manage multiple stakeholders, including clients, vendors, hotels, and internal teams. Experience preparing, reviewing, or managing contracts and formal documentation. Familiarity with payment tracking, invoice processing, or basic financial reconciliation. Language and Communication Skills Professional fluency in both Portuguese and English, written and spoken, as contracts and business communications are handled in both languages. Excellent written communication skills, with the ability to produce clear, accurate, and professional messages and documentation. Strong interpersonal skills and the ability to build positive relationships with diverse stakeholders. Technical and Organizational Skills Strong organizational abilities, attention to detail, and consistent follow-through on outstanding requests. Comfortable using digital collaboration tools, including Google Drive, Slack, WhatsApp, spreadsheets, and electronic signature platforms. Ability to manage competing priorities, work independently, meet deadlines, and remain calm in a fast-paced environment. A proactive, accountable approach to problem-solving, process documentation, and continuous improvement. Preferred Qualifications Experience with Cvent, PandaDoc, Monday.com, Jotform, RingCentral, Stripe, or Square. Familiarity with hotel group bookings, accommodation coordination, and rooming list management. Previous experience in event production, hospitality, franchising, or licensing operations. Experience creating FAQs, chatbot responses, operational manuals, or customer satisfaction surveys. Familiarity with Brazilian Jiu-Jitsu or the Gracie Barra community is an advantage. Ideal Professional Profile A dependable and service-oriented professional who enjoys being the main point of contact for clients and guests. Someone who takes ownership of tasks from initial request through resolution, documentation, and archiving. A detail-driven individual who can manage multiple events, contracts, and requests simultaneously without losing track of deadlines. A collaborative communicator who keeps stakeholders informed and identifies opportunities to improve processes proactively. Willingness to support event periods, including occasional extended hours or travel when required. Benefits: Remote work arrangement based in Brazil. Part-time employment opportunity. International collaboration with leadership, Marketing teams, licensees, vendors, and event partners. Hands-on experience coordinating international events, client relationships, and operational processes. Opportunities to develop skills in event management, contract administration, customer relations, and digital operations. Exposure to a broad range of business tools and platforms, including Cvent, PandaDoc, Monday.com, and payment processing systems. Compensation: Salary or hourly rate to be determined based on experience and agreed terms. Application requirements: Please submit your résumé/CV and cover letter in English. Interviews are conducted in English unless another language has been agreed upon in advance.