Workforce Analyst

The Role

The Workforce Analyst owns the end-to-end coordination of scheduling and handoffs once a Virtual Assistant (VA) is successfully hired and matched with a client. This role works cross-functionally with Sales, CSM, Talent Acquisition (TA), Training, and Operations to ensure the VA’s onboarding is smooth, timely, and fully informed.

The Workforce Scheduler’s role: by the time the VA starts, the Operations team already understands the client, their business, and the VA’s expected scope, so execution begins on Day 1 with minimal friction.

Key Responsibilities

Scheduling & Coordination

● Coordinate the onboarding timeline for matched VAs from “match confirmed” through “ready for Day 1.”
● Participate in the internal and external meetings (e.g., client discovery/intro, internal kickoff, training handoff, ops alignment) to extract all critical information required
● Act as the central point of contact to ensure schedule alignment across Sales, CSM, TA, Training, and Ops.

Cross-Functional Handoffs
● Partner with Sales + CSM to capture and schedule client context transfer (business overview, goals, scope, tools, working hours, success metrics).
● Coordinate with TA to confirm VA readiness status, documentation completion, start date, and work hours alignment.
● Coordinate with Training to ensure VA completes any required training and that outputs (Scorecards, Attendance, Nesting Results) are shared with Operations.
● Coordinate with Operations to ensure the team receives client background and onboarding details before the VA starts.

Documentation & Readiness Tracking
● Maintain an onboarding tracker with clear milestones, owners, dates, and status updates.
● Ensure key onboarding inputs are complete (client profile, scope notes, tool access requirements, schedules, SOP links, escalation contacts).
● Identify gaps, follow up with owners, and drive tasks to closure.
Stakeholder Communication
● Send clear calendar invites, reminders, and agendas; confirm atten...