Job Description: Project Manager
Department: Client Services
Reports To: Assistant Director of Operations
Location: Remote
Job Type: Full-Time (Contractor or Employee, depending on business needs)
Position Overview
The Project Manager at Childcare Virtual Assistants (CVA) is responsible for leading client relationships, driving client success outcomes, and ensuring the internal support team executes with clarity, consistency, and excellence. This role serves as both a strategic advisor to childcare center owners and a team lead for the VA support staff assigned to those clients.
The Project Manager sets direction, reinforces expectations, and creates accountability. Clients should feel supported, guided, and pushed to implement—not just listened to. The team should feel led—not left to guess what the priorities are.
Key Responsibilities
1. Strategic Client Leadership
Lead client onboarding through discovery calls, kickoff documents, and systems setup.
Establish clear goals and milestones for each client.
Facilitate regular strategy and accountability calls.
Identify operational gaps and recommend system/process improvements.
Guide clients through leadership, delegation, SOP adoption, marketing workflows, and growth planning.
2. Oversight of Team Execution
Serve as the accountability lead for the ASC and VA team supporting each client.
Review ClickUp tasks, deadlines, and communication daily.
Ensure clarity of task ownership—no shared/unclear responsibilities.
Address delays, confusion, or repeated execution errors promptly.
Review and approve major deliverables before sending to the client.
3. Systems & Workflow Implementation
Assist clients in implementing platforms such as ClickUp, OneDrive, JotForm, ProCare/Brightwheel, CACFP reporting systems, etc.
Create structured workflows that improve consistency and efficiency.
Translate client goals into organized execution plans the team can follow.
Ensure client files, documents, and SOPs remain updated and structured.
4. Client Success & Outcomes Management
Track client momentum and progress toward goals.
Identify red flags early (overwhelm, staff breakdowns, stalled progress).
Recommend additional support services when appropriate.
Support high retention through proactive leadership and clarity.
Required Qualifications
Leadership, coaching, delegation, or supervisory experience.
Background in childcare administration, operations, business management, or related support role.
Ability to manage multiple workstreams, deadlines, and personalities at once.
Excellent communication—direct, clear, and professional.
Comfortable with technology and process-driven work.
Preferred Skills
Experience developing and implementing SOPs.
Familiarity with CACFP, subsidy billing, or childcare regulatory systems.
Coaching or staff development experience.
Key Performance Indicators (KPIs)
| Category | Metric | Expectation |
| —- | —- | —- |
| Client Retention | Continuation & Renewal Rate | Clients experience progress + stay long-term |
| Client Momentum | Goal Completion Rate | Clients take action and complete milestones |
| Task Execution | % On-Time Completion | Team tasks delivered without rollover |
| Communication | Clarity & Responsiveness | Notes recorded, next steps defined, no confusion cycles |
| Leadership | ASC & VA Development | Team grows under your direction |
Work Culture Expectations
The Project Manager must:
Lead confidently—not apologetically.
Address problems directly—not avoid them.
Be organized, consistent, and structured.
Adapt quickly, stay proactive, and think steps ahead.
Represent CVA with professionalism and stability.
If you thrive in organized chaos, problem-solving, and leadership—this is your lane.
Additional Responsibilities Clause
The Project Manager may be assigned additional duties, responsibilities, or projects by Corporate Leadership, the Director of Operations, or the Executive Team as needed.
Translation: If it supports the client or the company, we take care of it.