Client experience coordinator

Overview
The Client Experience Coordinator plays a crucial role in ensuring the smooth functioning of our firm. This position involves meticulous organization of schedules and confidential files and a critical role to the overall client experience within our office. By maintaining seamless daily operations, this role ensures the highest level of service for our clients. With a focus on both prospective and existing clients, the Client Experience Coordinator embodies the essence of hospitality. Additionally, they actively contribute to business growth by facilitating appointments and enhancing the client conversion process. This role has a significant impact on our organization's reputation, client satisfaction, and overall growth trajectory.

Duties

· Welcome incoming clients and prospects warmly and professionally, ensuring a consistent and positive experience.

· Initiate friendly and warm interactions with prospects, scheduling appointments, and diligently following up to maintain rapport and interest.

· Oversee and coordinate all aspects of the guest experience, including preparing relevant meeting documents and ensuring smooth transitions throughout their visit.

· Identify gifting opportunities and create personalized, thoughtful touch points to celebrate significant memories and moments in our clients' lives while working with in a budget to maximize spending efficiency.

· Manage handwritten notes and client gifting, ensuring timely and personalized communications.

· Record and maintain comprehensive notes from client and prospect interactions, ensuring accuracy and organization within our CRM system.

· Manage and maintain electronic filing systems.

· Support client intake document scanning and organization.

· Maintain meticulous organization and filing systems to streamline operations and ensure easy access to necessary documents.

· Maintain and update the CRM system, ensuring all client and prospect information is current and accurate.

· Manage all client review and prospect opportunities.

· Provide regular updates to your team lead for alignment and communication on client review and prospect opportunities.

· Ensure consistent brand integration across all client touch points.

· Manage inventory for the office, ensuring supplies needs are communicated

· Maintain adherence to company issued insurance, legal, health, and safety obligations, ensuring regulatory compliance and client well-being.

· Demonstrate commitment to innovation by sharing ideas to enhance service quality and event experiences.

· Support the team in managing and implementing of events for current and perspective clients

· Maintain high standard of cleanliness of in-office lobby and cafe

Knowledge, Skills & Abilities

· Skilled in prioritizing and managing time effectively

· Consistent follow-through in fulfilling commitments and tasks

· Persistence in achieving high-quality outcomes

· Capacity to manage multiple projects independently

· Proficient in using computers and software

· Strong adherence of deadlines

· Motivated by a desire to achieve results

· Proactive troubleshooting to support internal team members and client experiences

Ability to inspire clients to schedule appointments and engage with firm

Minimum Requiements

· Quick learner adaptable to new software platforms

· Excellent written and verbal communication skills

· Emotional maturity to maintain professionalism

· High level of confidence, perseverance and a desire to succeed in a goal-oriented environment

Reliable transportation for offsite events

Personal Requirements

· Innate desire to establish and maintain meaningful relationships

· Positive and energetic demeanor

· Willingness to support and contribute to team efforts

· Highly organized with strong interpersonal skills

· Align with our firms Core Values

Goals

The primary goal of the Client Experience Coordinator is to oversee the client experience, ensuring seamless operations and a welcoming environment that reflects our firm’s values. This role manages electronic filing systems, client document handling, and leverages the CRM for accurate client and prospect information. The position aligns client review and prospect opportunities with firm goals by providing weekly updates to your team lead. They manage handwritten notes and client gifting, ensuring personalized touch points, and oversee office inventory. This role enhances brand recognition, fosters client community, and drives new business through systematic approaches and data-driven decisions. Technology and automation are leveraged to free up team members' time, ensuring exceptional follow-through and attention to detail. If you want to stand out by showing me you have really looked over this position, then send me an email directly at [email protected] and lets start a conversation about how you might be a good fit to join our team!

Job Type: Full-time

Pay: $38,000.00 - $42,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• On-the-job training
• Paid time off
• Parental leave
• Professional development assistance

Application Question(s):

• Have you done any research into our company?
• What is it about this position that made you want to apply?

Work Location: In person