Client Services Coordinator

The Client Services Coordinator supports daily client service, reception, administrative, and office coordination functions while helping project a positive and professional image of the firm. This role serves as a first point of contact for clients, visitors, candidates, vendors, and employees by answering phones, greeting guests, coordinating visitor needs, and supporting meetings. Responsibilities Answer busy multi‑line phones and direct calls with warmth, efficiency, and professionalism. Greet clients, visitors, candidates, vendors, and guests, ensuring they are welcomed, directed, and supported appropriately. Host and support visitors by coordinating meeting spaces, refreshments, room setup, guest needs, and overall visitor experience. Maintain the front reception area, conference rooms, shared spaces, and other client‑facing areas in a clean, organized, and professional manner. Assist with scheduling, calendar coordination, conference room booking, meeting preparation, and visitor logistics. Support client visits and internal meetings by preparing rooms, coordinating supplies, assisting with hospitality needs, and providing follow‑up support as needed. Manage incoming and outgoing mail, vendor deliveries, packages, and related office communications. Coordinate travel arrangements for project team members as needed. Assist with general office management duties, including ordering, processing, and stocking supplies. Perform routine administrative tasks including data entry, filing, photocopying, scanning, collating, preparing correspondence, proofreading, and organizing documents. Assist staff with Microsoft Office documents, presentations, spreadsheets, and other administrative support needs. Interact professionally with senior management, clients, vendors, employees, candidates, and the general public. Maintain a professional appearance and demeanor at all times. Perform other clerical, administrative, and office support duties as assigned. Qualifications 3+ years of experience in a client service, reception, office coordination, or administrative support role. Experience answering phones, greeting guests, supporting visitors, and providing front desk or client‑facing support. Strong customer service skills with the ability to build positive relationships with clients, visitors, vendors, and employees. Ability to work well under pressure, manage interruptions, prioritize multiple tasks, and adjust work based on changing needs and deadlines. Strong organizational skills and attention to detail, including proofreading and document accuracy. Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Excellent oral and written communication skills. Punctuality, dependability, and professionalism are essential. Ability to interact effectively with senior management, external client organizations, vendors, candidates, and the general public. Ability to perform routine administrative duties that support office operations, client service, and business development efforts. Desired Additional Qualifications Experience supporting a busy front desk or client‑facing office environment. Ability to create a welcoming and polished experience for visitors, clients, candidates, and guests. Strong administrative skills, including scheduling, calendar support, meeting coordination, document preparation, and office organization. Experience supporting client meetings, executive visits, interviews, or office events. Strong ability to anticipate needs, solve problems, and keep office operations running smoothly. Professional presence, sound judgment, and strong interpersonal skills. High level of accuracy, follow‑through, and discretion when handling confidential or sensitive information. Benefits Additional PTO between Christmas and New Years Your birthday off Community involvement through recreation & service Hybrid schedule & remote work options Flexible "dress for your day" policy Paid parental leave for birth or adoption Firm covers employee healthcare premiums 401(k) program Costco / Sam's Club membership $4,000 license bonus Dynamic company with quick advancement Online professional licensure exam prep library Opportunities to work on a variety of project types Weekly continuing education lunch & learn sessions #J-18808-Ljbffr PBK Architects, Inc.