What are the responsibilities and job description for the Client Experience Coordinator position at Charlan Brock & Associate?
Position Summary
At Charlan, Brock & Associates, our clients’ experience begins the moment they arrive—or hear our voice on the phone. The Client Experience Coordinator is the welcoming face and voice of the firm, creating a positive and professional experience for clients, consultants, guests, and employees alike. This role blends hospitality, communication, and organizational skills to ensure seamless front office operations, support our design teams, and foster a warm, connected workplace culture.
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Key Responsibilities
Client, Guest & Consultant Experience
• Greet clients, visitors, and consultants warmly, offering refreshments and making them comfortable prior to meetings.
• Maintain awareness of current and upcoming projects to engage visitors with relevant, informed conversation.
• Escort visitors to meeting rooms and ensure presentation materials are ready.
Employee Interaction & Internal Support
• Serve as a central point of contact for employees, assisting with schedules, deliveries, and coordination of internal meetings.
• Help new team members get oriented by introducing them to office procedures, culture, and resources.
• Assist staff with administrative needs such as document scanning, printing, or supply requests.
• Foster a friendly, collaborative environment by ensuring open communication between the front desk and design teams.
Communication Management
• Answer and route incoming calls and emails efficiently and professionally.
• Relay messages and meeting notifications promptly to the appropriate teams or individuals.
Meeting & Event Coordination
• Schedule and confirm client, consultant, and staff meetings.
• Prepare conference rooms, AV equipment, and materials ahead of time.
• Assist with internal celebrations, client receptions, and project milestone events.
Brand & Culture Ambassador
• Keep the reception area and common spaces aligned with the firm’s design aesthetic and brand image.
• Coordinate with marketing to ensure current project displays, awards, and promotional materials are presented attractively.
Administrative Operations
• Distribute incoming mail and packages; manage outgoing shipments to clients, consultants, and vendors.
• Maintain office supplies, kitchen inventory, and hospitality provisions.
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Qualifications
• Experience: 1–3 years in a receptionist, administrative, or hospitality role; experience in architecture, engineering, or design preferred.
• Skills: Strong communication skills, multitasking ability, proficiency with Microsoft Office; familiarity with architectural terms and workflows a plus.
• Attributes: Warm, approachable, design-conscious, proactive, and collaborative with both clients and staff.
• Education: High school diploma required; associate or bachelors degree in business, communications, or design-related field preferred.
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Performance Indicators
• Positive feedback from clients, guests, and employees.
• Efficiency in coordinating meetings, events, and internal support tasks.
• Consistency in upholding brand image, hospitality standards, and team communication.
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Why This Role Matters:
The Client Experience Coordinator is more than the face of the firm—they are the hub of connection between our clients, consultants, and employees.
Salary : $55,000 - $65,000
