Client Engagement Coordinator

This is an onsite position at our center in Westport, CT.

Our fundamental belief at Freudigman & Billings is that children learn best in the context of supportive relationships. We are committed to helping students better understand how they learn and how they can take ownership of that learning. Our team provides educational solutions for adolescents and children through individual assessment, personally tailored learning programs, and one-on-one coaching. 

Freudigman & Billings seeks a Client Engagement Coordinator to join our Client Services team. The Client Engagement Coordinator is a critical member of the team, responsible for managing high-volume scheduling in a fast-paced environment. This role focuses almost exclusively on scheduling and rescheduling, requiring exceptional organizational skills, attention to detail, and the ability to maintain accuracy under pressure. While other administrative tasks may occasionally arise, 95% of the position involves making transactional scheduling changes with minimal supervision. The ideal candidate will thrive in a role that is repetitive yet requires high-level thinking, self-direction, and strong executive functioning in a single, high impact domain.

Candidates with long-standing experience in roles such as managing the front office of a busy concierge medical practice or similar settings are preferred. Effective time management, attention to detail, decision-making, and the ability to work independently are essential for success in this position.

Core Responsibilities:

• Act as the primary point of contact for clients and instructors regarding scheduling-related inquiries, ensuring prompt and professional communication.
• Manage high-volume scheduling activities, including initial scheduling, rescheduling, and resolving schedule conflicts for clients and instructors.
• Maintain detailed and accurate records of all scheduling requests and changes and communications using scheduling software and data management tools.
• Organize and manage major cyclical scheduling projects under the direction of the Director of Client Services.
• Maintain information about local school systems, courses, and academic calendars in order to anticipate potential scheduling conflicts and proactively develop solutions to minimize disruptions.
• Handle repetitive scheduling tasks with focus, precision, and a proactive mindset.
• Collaborate with the the Client Engagement Associate under the direction of the Director of Client Services
• Answer phones and greet and welcome families and students to the center as needed
• Perform general office duties such as making photocopies, printing documents, and faxing 
• Maintain confidentiality of all student information

Competency Requirements:

• Critical Thinking: Analyze and resolve scheduling conflicts or last-minute changes efficiently.
• Attention to Detail: Demonstrate precision in managing schedules and records to avoid errors and ensure smooth operations.
• Leadership/Teamwork: Collaborate effectively with Partners, Directors, and Instructors to support smooth operations.
• Problem-Solving: Develop solutions for complex scheduling challenges.
• Communication: Ensure clear and timely communication with Clients, Instructors, and internal stakeholders.

Required Qualifications & Experience:

• Education: B.A. or B.S.
• Experience:

• • At least 5 years of experience in scheduling, administrative support, or customer service with a high volume (200+ per day) of emails.
  • Proficiency in Google Workspace, scheduling software, and data management tools.
  • Proficiency with Apple products.

Physical & Environmental Conditions:

• Prolonged periods of sitting or standing at a desk and working on a computer.
  
• Monday to Friday schedule, 9:30am to 6pm