Client Experience & Office Coordinator

Description

Position Summary

The Client Experience & Office Coordinator is the welcoming face of the organization and the primary point of contact for clients, visitors, vendors, and all incoming communications. This role delivers exceptional client service while providing vital administrative, sales, and operational support to keep the office running smoothly and efficiently.

You will manage front-office activities, nurture sales leads through the full client journey, coordinate marketing efforts, and maintain a professional, organized, and hospitable workspace that reflects the company’s standards.

Key Responsibilities

Client Experience Services

• Greet and assist clients, visitors, and vendors with professionalism and warmth.
• Manage incoming calls, inquiries, and general correspondence, routing them efficiently. 
• Maintain a polished, organized, and welcoming reception area while following security protocols.

Lead Management & Sales Support

• Own incoming sales inquiries from initial contact through timely CRM entry, communication, and seamless handoff to Venue Managers.
• Monitor shared inboxes, schedule appointments and venue tours, and prepare client materials and tour packets.
• Provide administrative support to the Sales team and track lead progress to ensure no opportunities are missed.

Administrative Support

• Handle data entry, filing, mail processing, document preparation, and supply management.
• Coordinate meeting logistics, conference room scheduling, and cross-departmental projects.
• Uphold strict confidentiality of company and client information.

Marketing Support

• Prepare marketing collateral, brochures, and promotional materials.
• Maintain inventory of branded merchandise and assist with events, open houses, and client showcases.

Office Operations

• Keep the office clean, organized, and fully stocked (supplies, kitchen, breakroom, and hospitality areas).
• Coordinate maintenance requests and vendor services.
• Recommend improvements to enhance efficiency and workplace experience.

Team Collaboration

• Partner effectively across departments to support daily operations.
• Communicate professionally with all stakeholders and participate in team meetings and training.
• Perform other duties as assigned.

Requirements

Qualifications

Education

• High school diploma or equivalent (associate degree preferred)

Experience

• 2+ years in reception, office administration, customer service, or hospitality.
• Experience supporting sales, marketing, or administrative teams preferred.
• Familiarity with CRM systems and fast-paced office environments strongly preferred.

Education

• High school diploma or equivalent (associate degree preferred)

Core Competencies 

• Outstanding customer service orientation
• Excellent verbal and written communication
• Strong organization, time management, and attention to detail
• Professionalism and adaptability
• Teamwork and initiative
• Problem-solving and accountability

Physical Requirements

This role involves standard office activities (sitting, standing, walking, occasional lifting up to 20 lbs.) in a professional environment with frequent client and team interaction. Normal hours are Monday–Friday, with occasional evenings/weekends for events.

Work Environment

Work is performed primarily in a professional office environment with frequent interaction with clients, visitors, vendors, and employees. The position requires the ability to manage multiple priorities while maintaining a professional and welcoming atmosphere.

Work Schedule

This is a full-time position. Normal business hours are Monday through Friday. Occasional evening or weekend work may be required to support business operations or company events.

Other Duties Disclaimer

This job description is not intended to cover all responsibilities. Duties may change at the company's discretion.