Account Coordinator

CAPPSTONE INC.

San Francisco, CA | In-Office (with one floating remote day per week)

About the Role

Account Coordinator

Cappstone is seeking a highly organized, proactive Account Coordinator to support and elevate our Account Management team.

This role is designed to bridge the gap between the field and the office, ensuring seamless communication, strong follow-through, and exceptional service delivery to our clients and prospects.

This is primarily an in-office position with one floating remote day per week.

Key Responsibilities

Inbox & Communication Management

·        Review and triage Account Manager emails (with AI support tools)

·        Draft responses and ensure timely follow-ups

·        Track and close open items

Client & Account Coordination

·        Prioritize and schedule visits for high-value accounts

·        Maintain consistent communication cadence with clients

·        Support bid preparation, proposals, and billing coordination

CRM & Administrative Support

·        Maintain accurate and timely CRM updates

·        Document client interactions and service updates

·        Organize account data and reporting

Team Coordination

·        Serve as a central operational hub for the Account Management team

·        Improve workflows and reduce friction for field teams

·        Anticipate needs and proactively solve problems

Bid Follow-Up Support

·        Proactively manage post-bid communication, draft personalized follow-ups, and ensure consistent

touchpoints using AI-assisted messaging that’s tailored to each prospect.

Lost Opportunity Management

·        Draft thoughtful, brand-aligned responses to lost bids, while also capturing insights (pricing, scope gaps, competition) to help inform future strategy.

Marketing Coordination & Campaign Support

·        Partner with Marketing Team to track opportunity status and support email campaign execution to help align messaging and close the loop between marketing and sales.

Qualifications

·        2 years experience in Account Management, Property Management, or similar client-facing roles

·        Strong organizational and time management skills

·        Excellent written and verbal communication

·        Ability to manage multiple priorities effectively

·        Tech-savvy with experience in CRM platforms, email tools, AI tools

·        Proactive and solution-oriented mindset

Why This Role Matters

Our Account Managers spend the majority of their time in the field. This role ensures that the operational backbone of our client relationships remains strong, responsive, and proactive, directly improving client satisfaction, operational efficiency, and business performance.

Cappstone Inc. | Unlimited Potential. Endless Possibilities.