What are the responsibilities and job description for the Client Coordinator position at Legacy Offices, LLC?
Client Coordinator, Legacy Global Foundation
Legacy Offices | Mesa, AZ | Full-Time, On-Site
Legacy Offices | Mesa, AZ | Full-Time, On-Site
About the role
The Client Coordinator is the main point of contact for the nonprofit clients we serve on the Legacy Global Foundation side. You’re often the first person a new organization talks to, and you stay in touch with them through regular calls as the relationship grows. You’ll guide them through intake and onboarding, keep communication clear and timely, and make sure nothing gets missed between our team and the clients who count on us. You’ll also help keep client files and compliance items on track, and help build the standard operating procedures that shape how we work. This role suits someone who likes people, stays organized, and cares about the mission-driven work our nonprofit clients do.
What you’ll do
- Run intake calls with prospective nonprofit clients. You’ll learn about their organization, goals, and needs, and gather the information our team needs to move forward.
- Lead the onboarding process for new clients so their transition into our offices is smooth, welcoming, and organized.
- Hold regular calls with current clients to check on progress, answer questions, go over next steps, and make sure they feel supported.
- Read, draft, and respond to client emails promptly, with professionalism and clarity.
- Answer incoming calls with a courteous manner, route them to the right person, and make outgoing calls to clients as needed.
- Serve as the link between clients and internal staff, routing questions to the right person and following up until each one is answered.
- Keep internal communication clear and prompt, sharing schedule updates, office happenings, and day-to-day coordination with the team.
- Manage multiple schedules and calendars, including coordinating appointments and meetings for executives.
- Enter and update client requests, notes, and account details accurately in our ERP system.
- Support compliance by tracking required documents and upcoming deadlines, sending clients reminders, and making sure files are complete before they go to the team for review.
- Flag missing information or compliance concerns to the right team member early.
- Help create and maintain standard operating procedures (SOPs) for Legacy Global Ownership (LGO). You’ll document how the work gets done, from intake through ongoing client support, so processes are clear, consistent, and easy for new team members to follow.
- Receive, sort, and process mail and packages daily.
- Help improve our intake and communication processes as we grow.
- Other duties as assigned.
What we’re looking for
- Strong written and verbal communication skills, with a warm, professional phone manner
- 2 years in a client-facing coordinator, administrative, or customer service role
- Experience working with nonprofits, foundations, or a professional services firm is a plus
- Very organized, with the ability to manage many client relationships and calendars at once
- Detail-oriented and comfortable following checklists and deadlines
- Able to turn everyday tasks into clear, step-by-step written processes; experience writing SOPs or training materials is a plus
- Comfortable using email, scheduling tools, and ERP or client management systems
- Good judgment with confidential information
- A proactive, follow-through mindset
Why join us
You’ll work with organizations that are doing meaningful work in their communities, on a close team that values clear communication and taking good care of clients.
Equal Opportunity Employer
Legacy Offices is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by federal, state, or local law. All employment decisions are based on qualifications, merit, and business needs.