Office Client Coordinator

JOB OUTLINE:

The Office Client Coordinator serves as the first point of contact for all incoming clients and inquiries, both by phone and in person. This role is responsible for managing initial lead intake, guiding prospective clients through the early stages of the process, and ensuring a welcoming, organized, and professional showroom experience.

The Office Assistant / Client Coordinator will work closely with the sales and pre-construction teams to ensure a seamless transition from initial contact to project development. This position is full-time, non-exempt, and reports to the Operations Manager.

KEY ACCOUNTABILITIES:

• Answer and manage all incoming phone calls with professionalism and efficiency
• Qualify and document new leads, ensuring accurate data entry into Buildertrend
• Guide prospective clients through the initial inquiry and onboarding process.
• Schedule appointments, consultations, and showroom visits for the sales/pre-construction team
• Greet and assist walk-in clients, providing a positive and informative showroom experience.
• Maintain clear and timely communication between clients and internal team members.
• Embodiment of McDrake’s Core Values – Honesty, Integrity, Respect

OTHER RESPONSIBILITIES:

• Maintain organization and presentation of the showroom, samples, and client-facing areas
• Assist in tracking and managing incoming leads and follow-up activities.
• Support proposal setup and pre-construction initiation processes as needed
• Coordinate calendars and assist with internal scheduling needs
• Maintain accurate client records, notes, and communication logs
• Assist with general administrative tasks including filing, document preparation, and data entry
• Ensure all client touchpoints reflect a high level of professionalism and responsiveness
• Proactively identify opportunities to improve client experience and internal processes
• Participate in team meetings and provide updates on lead activity and client interactions
• All other assigned duties leading to the successful completion of profitable projects.
• Participation in continued education opportunities as they become available.

QUALIFICATIONS:

• Excellent Customer Service and Customer Satisfaction skills to ensure a positive experience for all clients
• Strong Communication and interpersonal skills to effectively engage with clients and team members
• Proficiency in Organization Skills to manage schedules, records, and other administrative tasks efficiently
• Experience in enhancing Customer Experience through proactive problem-solving and relationship management
• Proficient in Microsoft Office applications, including Word, Excel, and Outlook
• Ability to multitask and prioritize tasks in a fast-paced environment
• Previous office administration or customer coordination experience preferred but not required
• High school diploma or equivalent required; additional certifications or training is a plus