Part-Time Client Communications Coordinator

Overview

The Client Communications Coordinator is a forward-thinking, solutions-oriented role responsible for managing all inbound client communications, coordinating and tracking leads and appointments, maintaining accurate CRM data, and supporting sales and business development leadership. This position also serves as the front desk point of contact, ensuring a professional, welcoming office environment and a high-quality client experience from first call through post-job follow-up.

The successful candidate will be able to produce the following outcomes:

• Leads are contacted immediately and followed up consistently
• Appointments are booked accurately and tracked reliably
• CRM and tracking data are complete, clean, and current
• Customers feel informed, valued, and professionally supported
• Office environment is welcoming, organized, and client-ready always

• Answer all inbound calls promptly and professionally; transfer and handle calls effectively
• Process all incoming inquiries from:
  Website forms, Email, Podium messages, Social media platforms, Smith AI answering service, and any additional lead sources
• Return calls immediately for messages left via any channel
• Accept all vendor-provided leads ASAP (Hardie, Timber Tech, and Deckorators) and initiate immediate outreach
• Leads are contacted immediately and followed up consistently
• Appointments are booked accurately and tracked reliably
• CRM and tracking data are complete, clean, and current
• Customers feel informed, valued, and professionally supported
• Office environment is welcoming, organized, and client-ready always
• Accurately enter and track all customer inquiries in CRM/LCS, including Lead source, Call source, Booking method (AI, Appointments Plus, phone, text, etc.)
• Create and maintain the daily 2026 Lead & Appointment Tracker
• Update the Business Development Director regularly on: appointment totals, percentage of goal completed
• Communicate weekly appointment counts per sales consultant to:
  Sales Director and Business Development Director
• Support verification of fair and effective appointment distribution based on leadership judgment
• Review every Smith AI call for accuracy and quality. Dispute non-qualifying or invalid calls with:
  Smith AI, Modernize, or any paid lead services. Ensure disputes align with contract criteria and documentation standards.
• Maintain presence at the front desk during scheduled hours
• Greet guests, customers, and employees with a friendly, professional, positive attitude
• Monitor building entry and guest arrivals
• Update the welcome sign based on scheduled visitors and meetings
• Ensure presentation and meeting rooms are always:
  Clean, Organized, Client-ready
• Upon job completion:
  Register all applicable product warranties, email customers confirming warranty registration, including warranty links, instructions for filing claims, and a Google review link

• A team player who understands how their role supports sales, marketing, and leadership
• A forward thinker who anticipates needs and takes initiative
• A self-directed problem solver who can find answers and resolve issues independently
• Someone who operates by the principle:
  Think first. Ask second.
• Resourceful and comfortable researching systems, reviewing past activity, and using available tools before escalating questions
• Confident making day-to-day decisions while keeping leadership informed
• Professional, calm, and composed when interacting with clients, vendors, and internal teams

Note:

This description reflects the duties and qualifications for the Client Communications Coordinator role.