Client Services Coordinator

Role Overview

• Serve as the primary point of contact between clients, speakers, and internal teams.
• Collect slide decks, speaker materials, and other event deliverables.
• Track pre‑event tasks, deadlines, and follow‑ups.
• Provide proactive communication to ensure seamless event execution.
• Schedule calls and appointments for the sales team when needed.
• Enter and maintain accurate data in the CRM (HubSpot – required).
• Create and track tasks to support Account Executives.
• Create, review, and manage contracts using internal templates.
• Coordinate contract revisions, clarifications, and approvals with speakers and clients.
• Maintain updated and organized speaker and client records.
• Request, collect, and organize receipts and reimbursement documentation according to contract guidelines.
• Assist with invoice preparation and track payments.
• Identify strategic contacts within existing accounts to support account growth.
• Conduct research on organizations, industries, and event opportunities.
• Work closely with Finance and Operations to ensure aligned processes and accurate documentation.
• Participate in internal meetings and recommend workflow or process improvements.

Requirements

• Bachelor’s degree or equivalent experience.
• 1–4 years of experience in client service, event coordination, operations, or professional services.
• Hands‑on experience creating and managing contracts using templates.
• Excellent written and verbal communication skills.
• Strong organization, attention to detail, and ability to manage multiple deadlines.
• Proficiency in Microsoft 365.
• HubSpot CRM experience is required.
• Ability to work independently and collaboratively in a fast‑paced environment.
• Strong decision‑making abilities and sound judgment.