Client Relations Coordinator

The client concierge is a customer service professional with the main objective to create a

unique experience while catering to the client’s needs and making them feel special. Performs

secretarial and clerical duties such as correspondence, calendar coordination, reports, meeting

notes, managing office supplies and equipment, screening e-mail and phone correspondence,

handles and directs all calls and greeting visitors.

Position Responsibilities Overview:

1. Client Greeting

2. Daily Calls

3. Input and organization of daily calendars

4. Assisting Marketing and Client Services Coordinator when necessary

OVERALL RESPONSIBILITIES: Creating a Unique Experience for Clients, Prospects and other

Strategic Relationships

Operations:

• Know and learn Go High Level CRM all functions

• Incoming calls

• Scheduling appointments

• Greet guests

• Data entry and filing, as applicable to position

• Assist marketing department

Secondary marketing:

• Lead generation and prospecting

• Drip Appointment calls

Appointments

• Manage appointment checklist

• Send confirmation emails and place confirmation calls

• Office and appointment preparation

Cross trains in all areas

All other duties as assigned and/or applicable

• Return all calls/ Email messages

• Make confirmation calls two days in advance for events

• Complete any tasks assigned on CRM

• Check and complete workflow assignments

• Confirm Client information in CRM at time of appointments

• Organize and distribute necessary documentation

• Gathers, organizes, and inputs client and prospect data into the CRM.

• Manages data accuracy and keeps records current on prospect pipeline status for

reporting purposes.

• Prepares various deliverables which directly support client acquisition such as greeting

letters, agreements and policy materials.

• Prepares documentation related to client implementation and on-going marketing

• Acts as the primary liaison with our external business partners

• Coordinates client “touch points” which reinforce the on-going sales and client retention

process including but not limited to anniversaries, Thank You notes, flowers and/or gifts.

• Performs all calendaring functions with both our internal teams as well as external

prospects, clients and centers of influence (COI).

• Communicates directly with external parties to confirm times and venues for events.

• Responds to task requests from planning team members in a timely and accurate

manner.

• Manages all incoming phone calls; direct callers to most appropriate source for action;

use judgment and professionalism to escalate as needed.

• Provides back-up for all Receptionist position duties including delivery handling,

incoming and outgoing mail delivery, incoming telephone calls, supply ordering and

general filing.