Client Experience Coordinator

Client Experience Coordinator

We are seeking a highly organized, customer-focused Client Experience Coordinator to support our Design-Build division from the initial Design-Build Agreement (DBA) through contract execution and beyond as a project resource.

This role is the organizational and client-communication linchpin between the Project Director, designers, estimators, clients, and construction team. The ideal candidate combines project coordination, client service, design/construction experience, and strong attention to detail.

The position is ideal for someone who enjoys keeping projects organized, communicating with clients, managing details, and helping creative teams move projects forward.

Key Responsibilities

• Support the Project Director following the initial client meeting and through contract signature.
• Prepare and coordinate Design-Build Agreements and ensure they are sent to clients promptly.
• Maintain consistent communication with clients throughout the design and pre-construction process.
• Monitor project milestones, deadlines, appointments, and next steps to keep projects moving.
• Help manage client expectations around budgets, scope, selections, and project timelines.
• Coordinate client meetings and follow-ups on behalf of the Project Director.
• Work closely with designers to track design revisions and ensure client decisions are documented.
• Review plans and project documentation for accuracy, completeness, materials, colors, sizes, and specifications.
• Help coordinate samples and finish selections with clients, designers, and suppliers.
• Review estimates and final project details with the estimator to ensure client selections are accurately captured.
• Monitor project communication and respond to client questions or route them to the appropriate team member.
• Document decisions and escalate concerns or issues to the Project Director or Design-Build Division Manager.
• Remain connected to projects after handoff to construction as a resource for clarification when needed.
• Help identify bottlenecks and hold the overall process accountable to established milestones.
• Support the Design-Build division with other coordination and administrative needs as required.

Ideal Candidate

• Highly organized and detail-oriented.
• Strong customer service and communication skills.
• Comfortable working with clients and managing expectations.
• Able to coordinate multiple projects and competing priorities.
• Proactive and capable of following up without constant direction.
• Comfortable working collaboratively with designers, sales, estimating, and construction teams.
• Creative-minded while being highly organized and process-oriented.
• Able to understand design details and translate them into clear client communication.
• Professional, dependable, and willing to do whatever it takes to create a great client experience.

Preferred Experience

• 13 years of experience in design, landscape design, construction, project coordination, or a related field.
• Experience in a design-build or project management environment is highly desirable.
• Interior design or interiors experience is a plus.
• Experience coordinating materials, finishes, samples, and client selections is helpful.
• Candidates with internship or early-career experience in a design firm are encouraged to apply.
• Experienced project coordinators or project managers who want a more focused coordination role are also encouraged to apply.

Technical Skills

Required/Preferred:

• Ability to read and carefully review design and construction plans.
• Familiarity with material palettes, planting plans, and project specifications.
• Monday.com or similar project management software.
• Google Workspace or comparable office software.
• Aspire experience is a plus.
• AutoCAD experience is helpful, but advanced drafting is not required.
• SketchUp, Adobe Creative Suite, or Structure Studios experience is a plus.

Work Environment & Schedule

• Full-time, year-round position.
• Approximately 40 hours per week.
• Typical schedule is approximately 8:00 AM5:00 PM, with some flexibility.
• Primarily office-based, approximately 90% office / 10% field.
• Occasional client-site visits, sample deliveries, or evening client interactions may be required.
• Weekend work is rare.
• This is an in-office position; remote work is not offered.

Compensation

• $60,000$75,000 annual salary, depending on experience and qualifications.
• Potential future incentive opportunity tied to Design-Build division performance may be considered.

Reporting Structure

Reports to the Design-Build Division Manager and works closely with the Project Director, designers, estimators, project managers, and construction team.

What Success Looks Like

Success in this role means keeping clients informed, keeping projects moving, catching details before they become problems, and allowing the Project Director and design team to focus on their highest-value responsibilities.