Client Service Coordinator Job Description

A proof approved with the wrong data, or a quote that drifts from the agreed program price, can send an entire print run back through the plant at the customer's expense. Errors like these are expensive. The Client Service Coordinator exists to stop them before production starts, holding the account-side paperwork, proofs, and job tickets to the standards that ISO quality management programs and SOX compliance documentation demand in commercial printing and direct mail manufacturing. In mail-heavy programs, the same attention extends to postal permit and presort requirements.

The mandate of the Client Service Coordinator is to keep every customer job accurate from order entry to billing, so that programs ship to specification and invoices match what the client approved. Working within the Client Services team alongside specialists, the coordinator supports the Client Services Manager and Program Manager while serving as the account contact that production relies on.

Career Impact: Hands-on exposure to pre-press, digital presses, bindery, and mailing procedures builds production knowledge that print and direct mail employers value in client-facing staff.

Business Impact: Catching data and pricing errors at the proof stage protects clients from reprints and keeps billing accurate for every program.

Growth Opportunity: Working alongside Program Managers and Senior Client Services Specialists opens a path toward those titles and toward managing whole accounts.

• Review customer proofs, job tickets, and data audits for accuracy before release to the manufacturing floor.
• Validate quotes and pricing against the overall client program before any work enters the manufacturing facility.
• Coordinate client revisions with production teams, updating all production-related documents at final release to prevent errors.
• Monitor jobs from order entry through billing, relaying schedule changes to manufacturing scheduling leads and account managers.
• Maintain accurate client files covering company information, project requests, billing records, and compliance documentation.
• Partner with procurement to forecast client volumes and secure adequate material inventory for every scheduled job.
• Prepare customer reports on program activity, progress, status, and internal cost analysis for the Client Services team.
• Liaise with clients, vendors, and carriers to resolve service failures and communicate program requirements and proof approvals.

• Bachelor's degree in Business or a related field, or equivalent work experience.
• 1 or more years of customer service or administrative experience, with direct client engagement in production settings.
• Strong written and verbal communication skills, including writing reports, business correspondence, and procedures.
• Organizational skills to handle multiple accounts and details simultaneously from order entry through billing.
• Attention to detail sufficient to proof customer jobs and catch data, pricing, and specification errors.
• Numeracy to compute rates, ratios, percentages, and job costs using whole numbers, fractions, and decimals.
• Ability to build professional relationships with clients, vendors, and internal teams by phone, email, and in person.
• Proficiency with office productivity and order entry software to create documents, spreadsheets, and customer reports.

• Working knowledge of pre-press, digital presses, bindery equipment, and mailing procedures in commercial printing or related manufacturing.
• Experience with electronic order entry in a job costing and tracking system across multiple accounts.
• Familiarity with ISO quality management requirements and SOX compliance documentation for client programs and department files.
• Background in postal compliance, including mailing permit documentation and presort requirements for direct mail programs.

• Proof error rate (%), showing how many data errors reach clients after internal review.
• Quote-to-invoice variance (%), reflecting pricing validation before jobs enter production.
• Invoicing turnaround in days after job completion, tracking timely and accurate client billing.
• Reprints per quarter from revision errors, measuring how well client changes reach production.
• On-time job delivery rate (%) against scheduled ship dates for managed accounts.
• Typical tools: Office productivity suite (commonly Microsoft Excel or Microsoft Word).

• Base Salary Range: $40,000 to $55,000 per year, depending on experience and market
• Bonus: Annual discretionary bonus of 3% to 5% of base salary is common
• Equity: Rarely offered at this level. Some employee stock purchase plans
• Health Benefits: Medical, dental, and vision coverage with employer-subsidized premiums and a 401(k) match
• PTO: 10 to 15 days of paid time off plus standard paid holidays
• Common Perks: Tuition assistance, employee assistance program, on-site parking, and cross-training in production departments

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment is contingent on successful completion of a background check and on proof of authorization to work in the United States. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Applicants who need a reasonable accommodation under the ADA during hiring may request one at any stage.

The Client Service Coordinator delivers accurate air and sea freight bookings, document requests and job invoicing, keeping OBL compliance and customs clearance on track through daily report reviews. Reporting to internal and external parties, overseas offices and agents, the Client Service Coordinator prepares client implementation plans and spots supply chain opportunities that add value for clients and the business.

Key Responsibilities

• Process customer bookings (Air/Sea), document requests and job invoicing.
• Review daily reports regularly for bookings, OBL compliance and customs clearance.
• Prepare the Client Implementation Plan and oversee the process.
• Identify supply chain opportunities that deliver value for both the client and the company.
• Identify potential issues and provide proactive problem-solving.
• Foster strong relationships with internal/external parties, overseas offices and agents.

Required Qualifications

• 2 or more years of international freight forwarding experience, with operations and/or customer service experience.
• Solid analytical skills, including data analysis, logical reasoning, and critical thinking.
• Knowledge of CW1 software is beneficial.
• Strong computer skills, including good knowledge of Microsoft Office.
• Ability to meet competing deadlines.
• Strong communication and numeracy skills.
• High level of attention to detail and time management skills.

Embedded within consulting teams serving employee benefits clients, the Client Service Coordinator delivers analytical and technical support in a timely manner and handles client and member queries within service level agreements. Working closely with internal and external stakeholders, the Client Service Coordinator quality checks colleagues' work, supports revenue reporting and manages client relationships to support retention and growth.

Core Functions

• Deliver superior analytical and consulting support to consulting teams and clients promptly in line with the company's target operating model.
• Provide technical support to clients and colleagues, including training and technical referral for colleagues.
• Maintain advanced communication with clients, colleagues and providers.
• Complete and maintain the company's systems accurately and in a timely manner to achieve set targets.
• Take ownership of delivery of tasks and proactively manage own workload.
• Partner with internal/external stakeholders to achieve best service for the client.
• Deal with client and member queries (verbal and written), with support as appropriate, in line with service level agreements to ensure timely client delivery.
• Ensure quality of own work through a right first time approach.
• Champion continuous improvement within the team/location.
• Develop and maintain appropriate technical and market knowledge.
• Support revenue reporting activity as appropriate.
• Quality check colleagues' work to ensure accuracy.
• Attend client meetings as required and manage client relationships to support retention and growth.

Qualifications & Experience

• Strong background in Administration or a customer-focused role.
• Previous related business experience and technical knowledge to an appropriate level.
• Previous healthcare/employee benefits-based experience.
• Excellent working knowledge of Microsoft Office suite.
• Ability to work on own and as a team player, establishing good rapport with clients and colleagues.
• Excellent time management and planning/organisational skills, with the ability to work to deadlines.
• Committed to continued personal and professional development.

Reporting to internal operational stakeholders on the trailer account, the Client Service Coordinator builds internal projects and work orders from client orders and completes costing against the account rate card and billing structure. Partnering with market contacts, the Client Service Coordinator supports weekly forecasting and resolves content queries so orders flow without error.

Primary Duties

• Collect order information from clients via various systems such as Smartsheet, over the phone and via email.
• Create and maintain internal projects and work orders.
• Have a thorough understanding of the trailer account rate card and billing structure.
• Complete costing of work orders, create cost breakdowns and issue POs.
• Assist with forecasting information relating to the account each week.
• Collaborate with internal operational stakeholders.
• Help troubleshoot project/content related internal/external queries.
• Help survey markets for content orders where required.
• Assist the market contacts with any out-of-hours queries they may have.
• Create ad hoc reports where required.

Skills & Qualifications

• 1 or more years of experience in the entertainment industry, with a traditional post-production background helpful.
• Experience in subtitling, dubbing, graphic localization/design, content mastering or fulfilment is a bonus.
• Ability to effectively document all processes, designs and data flows.
• Proficiency in writing effective reports and emails, creating and amending spreadsheets, and using inventory, internet, order processing, project management, and database software.
• Comfort working in a team environment and managing high volumes of orders without error.
• Able to stay highly organized and work independently within own process.
• Ability to listen to and engage with different cultures and perspectives with a positive, service-oriented personality.

Sitting at the intersection of customer service and production, the Client Service Coordinator delivers administrative support to the Client Services Manager and specialists, reviewing proof submissions and approvals so customer jobs ship on time and to specification. Operating across Quality Management System and ISO requirements, the Client Service Coordinator creates customer reports and flags service failures that the team must resolve.

Duties

• Provide administrative support to the Client Services Manager, Senior Client Services Specialists, Client Service Specialists, Client Services Representatives and Production Graphics Specialists, ensuring quality and timely customer service is provided and service objectives attained.
• Review for accuracy and process daily customer and association proof submissions and approvals, including monitoring approvals for quick resolution.
• Assist the team in proofing customer jobs and job tickets to ensure accuracy of data flowing in and out of the department.
• Create and maintain department files and distribute department mail.
• Create and distribute customer reports, using available tools and ensuring accuracy of information.
• Ensure the customer sample process is completed as needed.
• Provide timely feedback to the team regarding service failures or customer concerns.
• Comply with and maintain all requirements of the Quality Management System Program for all areas of responsibility, including all ISO requirements.
• Maintain a clean and safe work area and follow all safety requirements.
• Follow all company procedures and rules.
• Follow all industry-mandated security procedures and process requirements.
• Conduct yourself in a respectful and professional manner with a focus on teamwork, quality and timeliness at all times.

Requirements

• High school diploma or general education degree (GED).
• 1 to 3 years of experience in an administrative role in a customer service, sales or sales support environment.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals, including ability to compute rate, ratio and percent.
• Advanced knowledge and use of MS Office tools (Word, Excel, PowerPoint), ERP systems, and the Internet as a tool and for research.
• Strong verbal and written communication skills, including ability to effectively read, write and speak English and ability to write reports, business correspondence, and procedures.
• Ability to interact and collaborate effectively with others in a diverse environment and to build and maintain positive, professional relationships internally and externally in person and by phone, email, regular mail, fax or internet.
• Strong customer orientation, including good listening, facilitating and problem-solving skills.
• Good organizational and process-oriented skills, including ability to handle multiple projects and details simultaneously and accurately, with good decision-making and troubleshooting skills.
• Committed to being security-oriented.
• Committed to reliability through good attendance, punctuality, and cooperation.

A key member of the home-office digital distribution function, the Client Service Coordinator owns the internal Features Digital release schedule and pricing for specified territories, coordinating asset delivery to customer specifications. Collaborating across IT, servicing and Business teams and Territory Digital Account Managers, the Client Service Coordinator keeps partner promotions and new customer launches on schedule.

Functions

• Manage the internal Features Digital release schedule and pricing for specified territories.
• Coordinate communication of these releases and price tiers to external Customers via standard reporting as well as custom integrations (in partnership with IT and CMDG team leads), partner-facing Sales Communication reports and business-to-business integrations.
• Collaborate with internal and external points of contact to coordinate the delivery of video, audio, subtitle, artwork and metadata assets in adherence to studio and customer specifications.
• Cultivate communication with Territory Digital Account Managers to facilitate the execution of partner pricing promotions, timely delivery of territory-specific assets and home-office support for territory priorities.
• Interface with customer contacts to expedite the resolution of territory avails or content-specific issues and questions.
• Develop in-depth understanding and experience-based knowledge bank in regard to territory- and/or region-specific practices and processes.
• Digest customer specifications and requests, communicating updates and/or requests for research to internal points of contact as needed.
• Respond in a timely and accurate manner to reporting and research requests from upper management.
• Coordinate with customer, internal servicing and Business contacts to ensure proper execution of non-standard title releases, promotions, pre-orders, etc.
• Prioritize day-to-day responsibilities along with ongoing ad hoc projects and product optimization goals.
• Facilitate new customer onboarding and/or launches, liaising with partner contacts and internal servicing and Business teams to understand and document requirements and timelines.
• Cooperate with IT and Servicing teams to develop ongoing as well as ad hoc solutions to ensure accurate and efficient delivery of assets and information to customers.

Experience & Qualifications

• 1 to 3 years of studio, media supply chain and/or Digital distribution experience.
• Working knowledge of digital supply chain (XML, video encoding, workflow management systems).
• Proficiency with MS Office applications (Word, Excel, Outlook).
• Ability to stay highly organized with a keen attention to detail.
• Good interpersonal, verbal, and written communication skills, 
• Able to handle multiple tasks and adapt to changes in priority and/or direction easily.
• Willing to be flexible and adaptable, with an appetite for implementing positive change.
• Strong relationship-building and excellent customer service skills.
• Ability to be effective with minimal supervision as a self-starter.
• Comfort communicating with management, business, and customer contacts.
• Fluency in regional languages is advantageous, but not required.

Winning new client business depends on the Client Service Coordinator, who builds and updates professional client sales presentations, drafts proposals and keeps client information accurate in the CRM system. Serving as tactical support to team members and management, the Client Service Coordinator manages campaign timelines, team calendars and the department budget so projects meet deadlines.

Accountabilities

• Partner with team members and management to create new (and update existing) professional client sales presentations.
• Collaborate with team members to draft, update, and maintain new client proposals.
• Assist in documenting, updating and maintaining daily sales activities and client/customer information in the CRM.
• Maintain the department budget and assist with submission of expense reports.
• Assist in other business development/sales projects/functions as needed, including prospect mining and cold calls.
• Administer team calendars, including scheduling calls and meetings.
• Support the team in completing client due diligence, requests for proposals, requests for information, and audit requests.
• Manage campaign timelines and ensure that projects meet deadlines, including coordination with various stakeholders.
• Contribute by exploring opportunities for improved targeting and customer communications.

Technical Qualifications

• Bachelor's degree in Marketing, Advertising, or Business Administration preferred, with an equivalent combination of education and experience substituted instead of a degree.
• Up to 2 years of marketing/advertising/business administration experience preferred.
• Experience balancing multiple projects concurrently.
• Proficiency in MS Outlook, MS PowerPoint, MS Word, and MS Excel.
• Experience with Adobe Illustrator and Adobe Photoshop is desired.
• Experience with Salesforce (or equivalent CRM system) is desired.
• Ability to communicate effectively, both verbally and in writing.
• Capacity to manage multiple deliverables and objectives simultaneously in a detail-oriented manner.
• Able to work cross-functionally and effectively communicate and work with diverse business groups.
• Ability to work as a team member, effectively sharing ideas, skills, and knowledge.
• Strong organizational skills to keep track of multiple actions, tie up loose ends, and generally keep things moving.
• Ability to move projects forward without a deadline as well as effectively work under tight time constraints.

As the Client Service Coordinator, this role owns day-to-day investor inquiries, serving as the key point of contact for the investment community and tracking prospective and existing relationships in the CRM database. The investment team relies on this work to maintain and cultivate an investor base for future transactions, supported by presentations, press releases, and performance metrics.

Activities

• Establish and maintain business relationships by focusing on the needs of the existing investor base.
• Manage investor inquiries day-to-day, serving as the key point of contact for the investment community.
• Evaluate, improve, and maintain positive relationships with investors.
• Develop and monitor performance metrics for the investor relations program.
• Manage investor relationships through the full life cycle with the goal of maintaining and cultivating the company's investor base for future transactions, and proactively track prospective and existing relationships via the CRM database.
• Create presentations, press releases, and other communication materials for presentations to investors.
• Monitor operational changes through ongoing contacts with company management and develop investor relations messages based on these changes.
• Manage the investor relations content on the company website and social media group.
• Maintain the investor CRM system.

Position Requirements

• Bachelor's degree in Business, Communication, Finance, a related major, or equivalent experience preferred.
• 3 to 5 years of experience with investor relationship management and reporting.
• Experience in the multifamily industry preferred, but not required.
• Experience working with broker/dealers and registered investment advisors preferred.
• Proficiency in Microsoft Excel and PowerPoint.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks with excellent attention to detail.
• Ability to be a highly resourceful team player while also being extremely effective independently.
• Proven ability to handle confidential information with discretion and demonstrate the highest level of service and response.
• Excellent oral and written communication skills.

Client Service Coordinator delivers full administrative support to the Sales and Marketing Teams, acting as front line sales ambassador for visitors and customers while managing social media channels and purchase orders. The work directly supports the Director of Sales and Marketing, keeping invoices matched, visitor check-in secure and clients first in every daily task.

Operational Focus

• Act as front-line sales ambassador for visitors and customers.
• Provide full administrative support to the Sales & Marketing Teams, including various projects and initiatives.
• Manage and maintain social media channels, including responding to inquiries and posting content.
• Maintain visitor check-in for security purposes.
• Cut Purchase Orders for the sales team.
• Ensure incoming invoices are matched with purchase orders or sent to the respective purchaser.
• Process and forward incoming and outgoing mail, phone calls, and bills.
• Order meals, office supplies, plant supplies, and necessary technology when required.

Knowledge, Skills & Abilities

• High School Diploma or equivalent required.
• Diploma or Certificate in a Business or Administration Program preferred.
• Previous related experience preferred, with experience in an administrative role and/or in a manufacturing environment considered a strong asset.
• Excellent computer skills including MS Word, Excel, Outlook, and various social media platforms, with the ability to grasp new technological tools.
• Comfort working in a detail-oriented way with superior organizational and multi-tasking skills.
• Strong desire to build relationships and deliver exceptional service to teams, clients and visitors, as an outgoing and self-motivated individual.
• High degree of initiative with a proactive approach to work.
• Ability to handle confidential and sensitive information with tact and discretion.
• Strong interpersonal and communication skills; written and spoken competence in both English and French.
• Capacity to follow instructions and learn new skills.
• Strong work ethic, with punctuality, a positive attitude and willingness to work.
• Able to work independently and in a team environment.

The Client Service Coordinator develops sales proposals, product presentations and accurate quotes, sourcing merchandise that fits client expectations and protects profitability. Reporting to assigned account managers, the Client Service Coordinator manages orders and vendor relationships with sales, production and warehouse teams to deliver shipments on deadline.

Key Deliverables

• Work with assigned account managers in driving company value and meeting customer needs.
• Attend client meetings with the account manager to understand the client's needs and the brand.
• Create documents and manage paperwork for sales proposals, correspondence and management reports.
• Update and maintain orders through the internal computer system.
• Source products and ideate based on differentiation strategy and client needs.
• Manage projects and orders from start to finish to meet deadlines.
• Research, create and maintain vendor relationships.
• Negotiate prices to maximize profits.
• Schedule and follow up on project deliverables and shipments to ensure deadlines.
• Work as a team with sales, production, creative services, garment services, accounting, warehouse and other departments to ensure timely delivery and customer satisfaction.
• Maintain exceptional attendance and punctuality.

Professional Experience

• Experience creating documents and spreadsheets, with general knowledge of Microsoft Office.
• Committed to high levels of professionalism when interacting with clients and company employees.
• Proven customer service skills, with the ability to deal effectively with clients and ensure smooth operations and customer satisfaction.
• Ability to communicate clearly and effectively with both clients and vendors via verbal and written communications.
• Ability to learn and maintain processes.
• Willing to allow for flexibility and change within the growing department.
• Able to handle multiple responsibilities and prioritize effectively.

Embedded within a community-based meal delivery program, the Client Service Coordinator oversees client onboarding, case notes and meal adjustments in the client database while conducting wellness checks with clients and their emergency contacts. Working closely with the Volunteer Coordinator, clients' support networks and volunteers, the Client Service Coordinator fills open routes and supports office operations so older adults receive their meals on each delivery day.

Areas of Ownership

• Respond to phone and email inquiries regarding the organization's services.
• Serve as a main point of contact for clients, their support networks, and volunteers.
• Route and onboard clients, write case notes and make adjustments to client meals in the organization's client database.
• Conduct wellness checks with clients and follow up with their emergency contacts.
• Deliver meals on volunteer routes and staff routes, as needed.
• Support general office operations, including preparing the office for each delivery day, ordering supplies, and adjusting client meals.
• Provide staffing support on the weekends.
• Provide support for the Volunteer Coordinator, as needed, including contacting volunteers to fill open routes.
• Assist with quality improvement activities.

Background & Experience

• High school diploma or GED.
• 2 to 5 years of experience providing administrative support in a community-based organization, school, health department, clinic, or other relevant setting with diverse groups.
• Experience working with older adults and/or persons with disabilities and effectively deescalating situations.
• Experience in tracking and conducting work in accordance with grant requirements.
• Familiarity with health system policies and procedures.
• Knowledge of the service area streets and communities.
• Good critical thinking skills that will lead to quality improvements and increase efficiency.
• Proficiency in Microsoft Office at a high level.
• Experience working in client databases and online survey software (preferably ServTracker and Qualtrics).
• Ability to work independently and collaboratively as part of a team.
• Excellent written and verbal communication and customer service skills, both in person and on the phone.
• Solid skills in organization, multitasking, and prioritizing tasks, with strong attention to detail.
• Valid driver's license and ability to drive a personal vehicle within the service area.

Reporting to the Brokers and professionals it supports, the Client Service Coordinator produces customized property information packages for RFIs and RFPs and processes commission payments under company accounting policies. Partnering with centralized marketing, analysis and research groups, the Client Service Coordinator keeps brand messaging consistent across flyers, proposals and tour books for real estate clients.

Role Responsibilities

• Gather supporting documentation to complete voucher forms and process Brokers' commission payments while abiding by company accounting policies as well as local and national laws.
• Maintain company brand, product, office and client messaging and consistency by applying templates to produce marketing materials including flyers, proposals, tour books, maps, floor plans and qualification packages.
• Review marketing material specifications and act as point of contact and liaison with centralized marketing, analysis and research groups to coordinate the completion and submission of financial, marketing and various client specific property data to incorporate into customized property information packages.
• Organize the preparation and production of customized, client-specific property information packages in response to Requests for Information (RFIs) and Requests for Proposals (RFPs).
• Coordinate complex on/offsite meetings and conferences, and schedule appointments, keep calendars and arrange travel itineraries and meeting room reservations as needed.
• Update and maintain various information databases.
• Generate standard and ad hoc reports as required and assist with website updates as needed.
• Coordinate advertising schedules and placement with the local centralized marketing group.
• Track, collate and maintain inventory of marketing materials.

Education & Experience

• Associate's degree (A.A.) or equivalent from a 2-year college.
• 3 years of experience providing administrative support to multiple professionals or a team of professionals.
• 2 years of experience in the Real Estate industry.
• Strong marketing knowledge and knowledge of financial terms and principles.
• Ability to calculate intermediate figures such as percentages, discounts and/or commissions, conduct basic financial analysis and abstract a lease.
• Competence in comprehending, analyzing, and interpreting documents and solving problems involving several options, with intermediate analytical and quantitative skills.
• Advanced skills with Microsoft Office Suite, internet research and web publishing.
• Familiarity with manipulating basic templates in PowerPoint and/or InDesign is preferred.
• Ability to determine and respond to conflicting priorities is preferred.
• Capacity to comprehend and interpret instructions, short correspondence, and memos, ask clarifying questions to ensure understanding, and write routine reports and correspondence.
• Able to respond to common inquiries or complaints from clients, coworkers and/or supervisor.
• Able to effectively present information to an internal department and/or large groups of employees.

Sitting at the intersection of IT infrastructure operations and customer service contracts, the Client Service Coordinator oversees service delivery between internal and external resources, keeping ITIL processes and Service Level Agreement compliance on track. Operating across incident, problem and knowledge management, the Client Service Coordinator interfaces with the contract owner on quality of service and drives continuous improvement plans that lift CSR KPIs.

Job Functions

• Supervise activities between internal and external resources, and facilitate smooth workflow for service delivery.
• Organize the governance and service committee.
• Report and control operational consumption for billing (man-day, hardware/cloud resources).
• Drive P1 communication on Incident Management, support escalations in production, and manage crises for major situations related to customers in scope.
• Ensure ITIL operational processes and Service Level Agreement compliance.
• Manage continuous improvement and avoid recurrence through Problem Management.
• Guarantee qualification and billing model for Change and Service Requests.
• Maintain the CMDB and Knowledge Management.
• Understand customer business activities and the company service portfolio.
• Ensure a close relationship with the customer and help identify or contact the relevant stakeholders.
• Interface with the contract owner for quality of service (QoS), drive continuous improvement plans and ensure CSR KPI improvement.
• Relay local and regional messages and strategy, and ease inter-site and cross-cultural communication.
• Identify opportunities to improve operational efficiency and productivity.

Required Qualifications

• BSc or MSc in Computer Science and Engineering or in business administration.
• ITIL V3 or V4 Foundation certification.
• 2 to 4 years of experience managing service contracts in IT infrastructure.
• Experience in service management.
• Strong knowledge of IT infrastructure production environments.
• Good market and industry understanding.
• Experience in cloud-based environments like AWS, Azure, AliCloud, etc. is a plus, along with cloud fundamentals.
• Proficiency in interpersonal, presentation, and communication skills.
• Good leadership and management competencies.
• Committed to an automation mindset.
• Able to work flexible hours, including weekends and overtime, as needed by the business.

As the Client Service Coordinator, this role oversees crew assignments, rotas, hotels and refuelling so each aviation client flight departs with pre-flight documentation in place. Operations and the Account Managers rely on this work to keep the aircraft client and crew informed of the initial schedule and any delays.

Scope of Work

• Assign crew to flights and organise all crew and ground handling staff rotas.
• Build trip reports and ensure pre-flight documentation is provided.
• Organise hotels for the crew.
• Arrange refuelling of aircraft and crew catering permits.
• Communicate with the aircraft client and crew concerning the initial schedule and updates on any delays.
• Consult with Operations and the Account Managers as appropriate.

Requirements

• Previous experience working in the aviation industry.
• Scheduling experience would be an advantage.
• Excellent administration and communication skills.
• Strong attention to detail.
• A self-starter and self-motivated.

Client Service Coordinator oversees workflow, diary management and public practice administration for an accounting firm, keeping corporate regulator and tax office compliance in order. Success in the position means supporting a close knit team of administrators and CSAs, liaising with stakeholders inside and outside the firm and growing the firm's brand through every client interaction.

Work Activities

• Work alongside a close-knit team of administrators and CSAs.
• Liaise with internal and external stakeholders to achieve required outcomes.
• Manage workflow and diary management, and assist with all facets of public practice administration.
• Ensure corporate regulator and tax office compliance.
• Grow the firm's brand by providing clients with 110% in each and every interaction.

Experience & Qualifications

• 3 or more years of experience within public practice administration.
• Proven track record of providing outstanding customer service.
• Proficiency with most accounting software packages.
• Exceptional communication and presentation skills.
• Team-oriented multitasker with exceptional organizational skills.
• Ability to prioritize, meet deadlines, and demands simultaneously.

A key member of the direct mail and commercial printing program team, the Client Service Coordinator oversees job tickets, proofs and data audits from inception through billing, validating pricing before work reaches the manufacturing facility. Collaborating across procurement, scheduling leads and the Postal Manager, the Client Service Coordinator keeps programs on schedule and postal compliance documented.

What You'll Do

• Partner with the manufacturing production team on the day to day work flow activities of multiple accounts, including suggestions and solutions to increase efficiency and reduce costs to the customer.
• Validate quote/pricing is in line with the overall program prior to work being produced in the manufacturing facility.
• Provide specific invoicing information to ensure the client is billed properly and timely.
• Organize and maintain accurate client files, including company information, project requests, billing records and SOX Compliance documentation.
• Process and distribute proofs to clients, engage with the client on program requirements and data audit approvals, and relay requested changes and revisions to pertinent company and client contacts.
• Process all revisions quickly and accurately, update all production-related documents at the time of final release, and ensure complete understanding of any client requests and expectations to Production.
• Initiate job tickets from inception, track them through completion, and engage with manufacturing scheduling leads to ensure all programs are aligned with schedules.
• Approve data audits for required programs as outlined in job specifications and conduct quality/proof checks on products during the entire manufacturing process.
• Work with procurement to forecast client volumes to ensure adequate inventory of materials needed to complete scheduled jobs.
• Maintain cordial and effective relationships with clients, carriers, vendors and other business contacts.
• Prepare reports on program activities, progress and status, and manage and report internal cost analysis on all programs.
• Assist the Program Manager and Specialist on ad hoc projects and participate in end-to-end testing for new client initiatives.
• Carry out assigned internal process control duties to meet company requirements, including workflow documentation, job ticket management, billing information, job costing and rate updating.
• Engage with the Postal Manager on mail-piece review, USPS compliance and mailing permit documentation, and track, review, balance and fund postal accounts.

Qualifications & Experience

• Bachelor's degree in Business or related field preferred, or applicable experience will be considered.
• 2 years of experience in a role with direct client engagement, commercial printing industry or related manufacturing environment in a customer service-related field.
• Experience with electronic order entry into a job costing and tracking system.
• Working knowledge of pre-press, digital presses, bindery equipment and mailing procedures preferred.
• Familiarity with Microsoft Office Applications.
• Ability to handle multiple accounts as assigned from order entry through billing.
• Excellent customer service and communication skills, both written and verbal.
• Good interpersonal skills with the ability to develop effective customer relationships both within and outside of the organization to effectively convey client expectations to support teams.
• Ability to work individually and as a team member.

A smooth experience for every client meeting and event depends on the Client Service Coordinator, who oversees meeting support from booking to completion, room configurations and audio-visual equipment for clients and guests. Based within the firm's client services team under the Senior Receptionist and Client Services Manager, the Client Service Coordinator liaises with catering, facilities and technology services while protecting privacy and confidentiality in the legal context.

Day-to-Day Responsibilities

• Meet and greet clients both in person and virtually via all communication tools, adapting communication style and approach to suit all levels and types of clients.
• Anticipate client needs, offering assistance with requests and queries and a hotel-style concierge service, including taxis and restaurant recommendations.
• Serve as go-to person for key client meetings and events, offering expert knowledge and advice from inception to on the day.
• Coordinate and plan meeting support from booking to completion, processing incoming telephone and e-mail requests for all requirements, including catering and AV requirements.
• Liaise with catering, facilities, maintenance and technology services departments to ensure the smooth provision of services to the meeting rooms and prompt collection of packages and deliveries.
• Assist the business development and events teams with event planning and organisation.
• Proactively manage workload, including deadlines and time-critical tasks and activities per day/week.
• Organise and forward plan resources, services, space and equipment to ensure smooth operation on the day.
• Resolve conflicts arising from overdemand and clashes of interests/requirements.
• Monitor housekeeping standards so all client areas are kept tidy and presentable and all meeting rooms/collaboration spaces are properly equipped with stationery, peripherals and user guides.
• Manage all internal and client meeting room configurations, setting up rooms as per requirements in terms of furniture, technology, catering and equipment.
• Assist external and internal clients with audio-visual and presentation equipment, troubleshoot technical issues, and provide Wi-Fi and printing support.
• Complete administrative tasks, including statistical reporting, financial reconciliation of charges and invoicing.
• Be conversant with the firm's Health & Safety policy, emergency evacuation procedures and business resilience plans.

Skills & Qualifications

• GCSE-level education or equivalent, including maths and English, as a minimum.
• Previous reception experience in a corporate environment is essential.
• Working knowledge of privacy and confidentiality, especially in the legal context.
• Strong ability to identify any Health & Safety risks.
• Experience using a hospitality system, preferably Condeco.
• Excellent IT skills, including MS Office packages.
• Excellent communication and interpersonal skills, both written and spoken, and be an effective and intuitive communicator at all levels.
• Capacity to establish immediate rapport.
• Able to handle conflicting demands and/or challenging pressures for resources.
• Able to work autonomously and on own initiative, but also as a team player within a team environment.
• Proven organisational skills, with an organised and methodical approach to workload and tasks.
• Ability to work within a busy service environment.
• Committed to a client-focused, proactive and pragmatic approach, with a keen eye for detail.
• Willingness to be flexible in both attitude and daily hours of work.