Project Manager & Client Communications

Project Management | Client Communications

Company Overview:

At Boston Web Group, building strong client relationships is at the core of everything we do. We believe clear communication, responsiveness, and exceptional service are key to delivering successful outcomes for our clients. As our team continues to grow, we are seeking a Client Communications Specialist who can serve as a trusted point of contact, foster positive client relationships, coordinate communication between teams, and help ensure an outstanding client experience throughout every project.

Job Summary

Boston Web Group is seeking a highly organized and customer-focused Client Communications Specialist to serve as a key point of contact between our clients and internal production teams. In this role, you will manage client communications, coordinate project updates, gather requirements, and ensure an exceptional customer experience throughout the project lifecycle.

The ideal candidate possesses strong communication skills, attention to detail, and a passion for helping businesses succeed through digital marketing, website development, branding, and technology solutions. You will collaborate with designers, developers, marketers, and leadership teams to keep projects moving efficiently while maintaining positive client relationships.

We’re seeking an experienced Project Manager to:

• Facilitate the customer handoff and project initiation process, ensuring we have a clear scope and goal with defined deliverables.
• Organize tasks and assign them to internal and external stakeholders as needed
• Maintain regular, open lines of communication via email and calls with the customer and any other internal or external stakeholders
• Provide regular internal status updates via project & company dashboards, email, and weekly status meeting
• Act as the conduit for incoming requests, protecting project resources from ‘sideways’ asks
• Regularly prioritize tasks across all projects, people, and time, ensuring we are utilizing resources efficiently
• Track costs and budgets, and report job profitability
• Identify and call out risks to completion
• Keep project documentation up to date
• Ensure project completeness including post-launch activities, billing, handover back to Account Manager, etc.
• Develop SOPs, standardized project plans, budgets, and other PM tools to make projects repeatable and predictable

Additionally

• Billing and Invoicing:
  • Generate accurate and timely invoices
  • Ensure all products/services are properly accounted for.
• Updating Payment Methods:
  • Receive payment failure emails and resolve them.
  • Coordinate payment method updates.
  • Assist in resolving payment-related concerns.
• Reporting Progress to Clients:
  • Communicate project progress, milestones, and deliverables to clients.
  • Address any client inquiries or concerns.
• Creating + Completing Tasks within Projects:
  • Utilize WHMCS to create and assign tasks.
  • Complete tasks that are assigned.
• Completing Tasks:
  • Ensure the production department is on-target.
  • Collaborate with team members to obtain communication details
• Corresponding with Clients about Project Statuses:
  • Maintain open and clear communication.
  • Provide timely updates on project statuses.
  • Address client inquiries, concerns, or requests.
• Sorting and Replying to Emails:
  • Manage project-related emails with clients
  • Respond to client and internal emails.
  • Ensure professional and clear communication.
• Checking on Existing + Creating New Quotes:
  • Review and validate existing quotes for accuracy and alignment with project requirements + discovery notes.
  • Coordinate with the production department to revise quotes as necessary.
  • Communicate any changes to clients and ensure their understanding.
• Checking for Scheduling Follow-ups:
  • Monitor scheduled meetings with clients and team members.
  • Send reminders for upcoming scheduled activities.
  • Reschedule or adjust appointments.
• Analyzing & Writing Quotes:
  • Prepare detailed quotes based on project spec, and requirements.
  • Present quotes to clients, follow up to address any questions or negotiate terms.
  • Refer to quotes to make sure projects are on-track to completion
• Checking Up on Clients:
  • Regularly communicate with clients to ensure their satisfaction.

Frequently Asked Questions

Q: What does a Client Communications Specialist do? A: You’ll serve as the main point of contact for clients, ensuring clear communication and a positive experience.

Q: Do I need previous client-facing experience? A: Experience in customer service, account management, or client communications is preferred but not always required.

Q: What skills are important for this role? A: Strong communication, organization, problem-solving, and relationship-building skills are essential.

Q: Why should I join Boston Web Group? A: You’ll work with a collaborative team, interact with diverse clients, and play a key role in delivering exceptional customer experiences.