Client Communication & Relationship Management

We’re looking for a highly organized, proactive, and detail-oriented Client & Operations Coordinator to serve as a key point of contact for clients while supporting the day-to-day coordination of projects, systems, and internal operations.This role is ideal for someone who is an excellent communicator, comfortable managing multiple priorities, and naturally proactive about follow-ups, organization, and keeping projects moving forward.Client Communication & Relationship ManagementServe as the primary point of contact for clients throughout the project lifecycle, managing communication via email, phone, and DMs.Manage scheduling, meeting confirmations, follow-ups, and other client communications in a timely and professional manner.Use branded communication templates to deliver polished, consistent messages that reflect the company’s voice and standards.Proactively follow up with clients to secure meetings, confirm deliverables, gather outstanding information, and maintain strong relationships.Respond to client questions and requests quickly, clearly, and professionally, providing support and clarity throughout each stage of the project.Maintain post-meeting relationships by sharing relevant updates, resources, next steps, and follow-up information.Administrative & Operations CoordinationManage calendars, Zoom links, meeting invitations, and internal and external meeting logistics.Track project milestones, submissions, deadlines, and follow-ups using tools such as Notion, HubSpot, and Slack.Organize and maintain project assets and files—including renderings, branding materials, job briefs, and related documents—in Google Drive.Monitor workflows and proactively identify issues, gaps, or inefficiencies that may impact project progress.Troubleshoot day-to-day workflow challenges and suggest improvements to make systems more organized, efficient, and scalable.Document internal processes, workflows, and best practices to support consistency and efficiency across the team.Contribute to the development and maintenance of an onboarding guide for future support and operations roles.CRM & Internal Tools ManagementManage client and lead information in HubSpot CRM, ensuring records are accurate, complete, organized, and up to date.Maintain clean and reliable CRM data, including contact details, communication history, project information, and relevant follow-up activity.Segment contacts into appropriate pipelines, lists, and dashboards to support outreach, tracking, and reporting.Collaborate with marketing and creative teams to ensure client and lead records contain the information needed for effective communication and project management.Track outreach activity, follow-ups, and client engagement within HubSpot.Support light marketing and relationship-building follow-up when needed.What Success Looks LikeClients feel informed, supported, and well taken care of.Meetings, follow-ups, and deliverables are consistently organized and on track.CRM, files, calendars, and internal systems remain accurate and well maintained.Potential issues are identified and addressed proactively rather than reactively.Internal workflows become increasingly organized, documented, and efficient.