Client Experience Coordinator

Key Responsibilities

• Maintain a clean, organized, and welcoming reception area, conference rooms, and client spaces.
• Proactively anticipate client needs and offer additional assistance.
• Answer and direct incoming calls professionally and efficiently using communication technologies.
• Serve as the central coordination point for staff regarding daily office activity, room usage, and space availability.
• Identify bottlenecks or operational inefficiencies and communicate solutions to management.
• Maintain awareness of real-time closing progress and assist in keeping transactions on schedule.
• Communicate status updates and escalate issues to management when needed to protect workflow and client experience.
• Complete additional tasks or special projects assigned to support organization and operational needs.
• Encourage and participate in closing day client celebrations according to the firm’s Closing Day SOP and client experience initiatives.

Administrative Support

• Utilize and become proficient with digital tools, software systems, and document management platforms.
• Handle mail, packages.
• Handle day of closing in-office file support duties according to the Firm’s Closing Day SOP.
• Monitor office supplies and order as needed according to the supply ordering SOP.
• Monitor office maintenance needs and report to appropriate party.
• Post-closing assistance includes completing file post-closing according to the firm’s Post-Closing SOP, assisting with routing information, preparing final materials, and updating internal systems as needed.

Professional Growth & Team Engagement

• Demonstrate willingness to learn new digital tools and AI-enabled applications.
• Contribute positively to firm culture and team collaboration.
• Demonstrate a willingness to learn and grow within the role.

Requirements

• Outstanding, friendly, proactive communicator and relationship builder with clients and referral partners.
• Ability to work independently and proactively with minimal oversight while managing a high volume of closings.
• Excellent verbal and written communication skills.
• Exceptional organization, attention to detail, accuracy, and follow-through.
• Ability to multi-task, take initiative, and handle stressful situations in a time-sensitive environment.
• Discretion and confidentiality when handling sensitive information.
• Excellent interpersonal communication skills and phone etiquette.
• Project a positive, warm, and professional image.
• Extroverted, bubbly personality.
• Consistently display GC’s Core Values of One Team, Relationship Focused, Extreme Ownership, WOW Factor, Energy, and Adaptability.