What are the responsibilities and job description for the AI Client Coordinator position at Paul Gough Media?
AI Client Coordinator
Who Are We?
Paul Gough Media is a fast-growing marketing agency that helps private physical therapy practices grow and thrive. Founded by Paul Gough, a best-selling author and renowned speaker, our company provides full-service marketing solutions, including websites, social media management, digital ads, and more. We're passionate about helping clinic owners succeed, and we're proud to be a trusted partner to businesses across the U.S. and beyond.
Our brand-new office in Celebration, Florida, is dynamic and fast-paced, filled with a team that's innovative, supportive, and driven to make a real difference for our clients.
We're looking for a dedicated AI Client Coordinator to deliver exceptional service and support across all touchpoints of our AI products and client interactions.
This role is ideal for someone who is friendly, detail-oriented, and thrives on creating polished, white-glove experiences. You'll work closely with the Head of AI (US) and Senior AI Assistant (UK) to ensure that every PaulAi member feels welcomed, supported, and taken care of, while also managing the day-to-day logistics behind the scenes.
Key Responsibilities
PaulAi Client Onboarding & Setup Support
Support the setup and ongoing management of PaulAi products for new and existing clients. Assist with preparing client workspaces, coordinating setup steps, tracking progress, and ensuring each client is properly configured and ready to go across Paula, Connie, and other PaulAi tools. Help identify gaps, delays, or issues in setup and flag them early.
Client Journey Monitoring & Quality Checks
Regularly check in on client journeys to ensure they are moving smoothly through onboarding, live usage, and optimization phases. Track where each client is in their PaulAi journey, confirm key milestones are completed, and help maintain a high-quality, consistent client experience across the platform.
Client Communication & Admin Touchpoints
Support client communication via email, Slack, Zoom, or CRMnotes. Help ensure clients receive clear updates, follow-ups, and next steps at the right time. Maintain a warm, professional, and proactive tone in all communication. Ask questions when unsure and always follow through.
Internal Operations & Documentation
Assist with day-to-day admin tasks that keep PaulAi running smoothly. This includes organizing documents, updating SOPs, maintaining client records, supporting internal workflows, and keeping shared systems clean and up to date. Help reduce bottlenecks and keep the team organized.
AI Platform & Workflow Support
Work closely with the team to help manage workflows across tools such as CRMs, automation platforms, and internal dashboards. Support basic checks on automations, data flow, and handoffs between systems, escalating issues when needed. No advanced technical background required—just strong attention to detail and willingness to learn.
Task Management & Cross-Team Coordination
Help track tasks, timelines, and deliverables across the PaulAi team. Ensure nothing slips through the cracks by updating task boards, following up on action items, and supporting collaboration across departments using tools like Microsoft Teams, Slack, Zoom, and project management software.
Continuous Improvement Support
Contribute ideas and feedback to improve internal processes, client onboarding flows, and operational efficiency. Help document learnings, spot patterns in client needs, and support refinements that make PaulAi easier to deliver and scale.
This role is perfect for someone who is:
- Naturally organized and detail-oriented – you enjoy keeping systems tidy, tracking progress, and making sure nothing slips through the cracks.
- Proactive and thoughtful – you don't just wait to be told what to do; you notice when something looks off and speak up.
- Calm, clear, and professional in communication – whether it's a client update, internal note, or follow-up message, you communicate with warmth and clarity.
- Tech-curious (not tech-overwhelmed) – you don't need to be an engineer, but you enjoy learning new tools, systems, and AI platforms and aren't intimidated by them.
- Process-minded – you like following systems, improving workflows, and documenting how things are done so they can be repeated at scale.
- Client-experience focused – you care deeply that clients feel supported, informed, and confident at every stage of their PaulAi journey.
- Reliable and consistent – when you say you'll do something, it gets done, and people can trust you to follow through.
- Excited by AI and modern businesses – you're genuinely interested in how AI can support real businesses and want to be part of a fast-growing, forward-thinking team.
Type: Full time, In Office
Compensation: $45,000 to $55,000 dependant on experience
Hours: Monday to Friday, 9am to 5.30pm
Salary : $45,000 - $55,000