Client Experience Coordinator

CLIENT EXPERIENCE COORDINATOR

Hello! Destination Management is a national destination management company with more than 13 offices nationwide and 250+ team members—and we are continuing to grow. We are collaborators, event planners, logistics coordinators, innovators, creators, and dreamers who do what we love with a passion to please. With more than 57 industry awards, our commitment to excellence speaks for itself. Come be part of this award-winning team.

OVERVIEW OF POSITION

The Client Experience Coordinator supports sales and client experience efforts through client communication, program design, proposal development, and relationship management. This role helps build the skills needed to grow into an Account Executive position while exercising discretion and independent judgment in evaluating client needs, recommending solutions, managing deadlines, and supporting decisions that impact client satisfaction, revenue opportunities, and successful program execution. The position partners closely with Account Executives and manages assigned smaller business opportunities from discovery through contracting and coordination with Operations.

REQUIRED SKILLS AND QUALIFICATIONS

• Strong written and verbal communication skills with a client-focused, professional approach.
• Excellent organization, time management, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Positive, solution-oriented attitude with strong customer service and client interaction skills.
• Basic understanding of event logistics, hospitality, or destination management services.
• Proficiency with Microsoft Word, Excel, Outlook, and general business systems.
• Ability to learn quickly, grow sales-related skills, and exercise discretion and independent judgment when evaluating client needs, recommending options, managing expectations, and escalating matters as needed.

RESPONSIBILITIES

Small-Book Sales Responsibilities

• Manage assigned sales opportunities and small-book accounts from proposal through program completion.
• Communicate with clients to understand program goals, budgets, service requirements, and expectations.
• Collaborate with Program Design, vendors, suppliers, and Account Executives to develop proposals and recommendations.
• Present proposals to clients, communicate revisions, and assist in closing business opportunities.
• Work with the Operations Coordinator who will be responsible of operating these programs.
• Participate in client site visits, FAMs, and program planning meetings.
• Attend pre-program and post-program client meetings as assigned.
• Maintain regular communication with clients throughout the sales and execution process.
• Respond to client calls and inquiries within 24 hours whenever possible.
• Identify additional revenue opportunities within assigned accounts.
• Support territory growth and business development efforts as directed by management.

Sales Support Responsibilities

• Provide sales and client experience support to Account Executives by organizing priorities, identifying follow-up needs, preparing client-facing materials, and ensuring key details are accurate, timely, and aligned with client expectations.
• Assist with planning, preparation, and execution of familiarization trips and events (FAMs).
• Coordinate site visit details, evaluate logistical considerations, prepare materials, recommend solutions, and support follow-up items that advance the client relationship and sales opportunity.
• Support client, supplier, hotel, and internal communication as directed by the Account Executive.
• Prepare, organize, and maintain sales-related documents, proposals, program details, and client communications while exercising judgment regarding accuracy, presentation, prioritization, and when leadership review is needed.

General Responsibilities

• Lead with a positive, solution-oriented mindset and represent Hello! professionally in all interactions.
• Maintain a polished and professional presence in the marketplace.
• Uphold Hello! Core Values when working with clients, hotel partners, suppliers, and team members.
• Be proactive and solution-oriented when addressing challenges.
• Take ownership of assigned accounts and responsibilities.

WORK ENVIRONMENT AND SCHEDULE EXPECTATIONS

• This role may require participation in site visits, client meetings, FAMs, and on-site program support.
• Evening, weekend, or extended hours may be required based on client and program needs.
• The role may require standing, walking, and moving throughout event venues or program locations for extended periods of time.

Equal Opportunity Employer (EEO) Statement

Hello! Destination Management is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, marital status, sexual orientation, gender identity, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws.

ADA Essential Functions Statement

The tasks listed above represent the essential functions of the position. Additional duties may be assigned as needed. Candidates must be able to perform these essential functions with or without reasonable accommodation.

Physical & Environmental Requirements

This position requires the ability to remain in a stationary position, move about the workplace, and operate standard office equipment. Physical requirements are described using ADA-compliant, non-exclusionary language.

Reasonable Accommodation Statement

We are committed to providing reasonable accommodations to individuals with disabilities to enable successful performance of essential job functions. If you need accommodation during the application or employment process, please notify Human Resources.

Pay Transparency Notice

Where required by applicable law, we disclose a good faith compensation range that reflects what we reasonably expect to pay at the time of hire for this role. The actual offer may vary based on factors such as job-related skills, experience, education, certifications, and market conditions. For locations without a pay range disclosure requirement, candidates may still request the pay scale for this role during the process. We do not request or rely on salary history where prohibited by law.

At- Will Employment

As an employee of Hello! Destination Management, your employment has been and continues to be “at-will.” This means that during the course of employment with the Company, employees are free to terminate their employment with the Company at any time, with or without a reason, and the Company has the right to terminate employees at any time, with or without a reason. Although the Company may choose to terminate an employee for cause, cause is not required. No one other than the President of the Company has the authority to alter this at-will employment arrangement, to enter into an agreement for employment for a specified period of time, or to make any agreement contrary to this at-will arrangement. Furthermore, any such agreement must be in writing and must be signed by the President of the Company.

Disclaimer

This is not a comprehensive listing of duties and responsibilities. Duties, responsibilities, and activities may change at any time with or without notice to meet evolving business needs.