AI Client Coordinator

AI Client Coordinator

Paul Gough Media is a fast-growing marketing agency that helps private physical therapy practices grow and thrive. Founded by Paul Gough, a best-selling author and renowned speaker, our company provides full-service marketing solutions, including websites, social media management, digital ads, and more. We're passionate about helping clinic owners succeed, and we're proud to be a trusted partner to businesses across the U.S. and beyond.

Our brand-new office in Celebration, Florida, is dynamic and fast-paced, filled with a team that's innovative, supportive, and driven to make a real difference for our clients.

We're looking for a dedicated AI Client Coordinator to deliver exceptional service and support across all touchpoints of our AI products and client interactions.

This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple projects at once, and takes pride in delivering polished, white-glove client experiences. You'll work closely with the Head of AI (US) and Senior AI Assistant (UK) to ensure every PaulAi client feels supported, informed, and taken care of while keeping projects, systems, and internal operations running smoothly behind the scenes.

We're looking for someone with experience in customer service, project coordination, operations, or client success who can confidently take ownership, communicate clearly, and proactively solve problems before they arise.

Key Responsibilities

PaulAi Client Onboarding & Setup Support

Coordinate the setup and ongoing management of PaulAi products for new and existing clients. Prepare client workspaces, oversee onboarding milestones, track progress, and ensure each client is properly configured across Paula, Connie, and future PaulAi tools.

Manage multiple onboarding projects simultaneously, identify gaps or delays early, and proactively work with internal teams to keep implementations moving forward.

Client Journey Monitoring & Quality Checks

Track where each client is within their onboarding, implementation, and optimization journey to ensure a seamless experience from start to finish.

Monitor key milestones, identify opportunities for improvement, and help maintain a consistent, high-quality client experience across every stage of the PaulAi ecosystem.

Client Communication & Member Experience

Serve as a key point of contact for clients through email, Slack, Zoom, and CRM platforms. Ensure every interaction is warm, professional, and proactive.

Respond to inquiries promptly, communicate next steps clearly, and follow through on commitments. Build trust with clients by creating an exceptional customer experience at every touchpoint.

Project Coordination & Cross-Team Collaboration

Manage timelines, action items, and deliverables across multiple projects. Coordinate with sales, fulfillment, operations, and leadership teams to ensure nothing falls through the cracks.

Use project management tools such as Monday.com, Slack, Zoom, and CRM systems to track progress, maintain accountability, and keep projects on schedule.

Internal Operations & Documentation

Support the day-to-day administration that keeps PaulAi running smoothly. Organize documents, update SOPs, maintain client records, and improve internal systems and workflows.

Help remove bottlenecks, create efficiencies, and ensure information is accurate and accessible across the business.

AI Platform & Workflow Support

Work alongside the team to manage workflows across CRMs, automation platforms, and internal dashboards.

Conduct quality checks on automations, data flow, and handoffs between systems, escalating issues where necessary. No advanced technical background is requiredjust curiosity, attention to detail, and a willingness to learn.

Continuous Improvement & Initiative

Take ownership of identifying opportunities to improve client onboarding, internal systems, and operational processes.

You won't simply wait for instructionsyou'll proactively spot problems, suggest solutions, and help refine the systems that allow PaulAi to scale.

What We're Looking For

Experience

Two to four years of experience in customer service, client success, project coordination, operations, executive support, or account managementideally in a fast-paced, client-facing environment.

Customer Service Mindset

You genuinely enjoy helping people and take pride in delivering exceptional experiences. You understand that small details and thoughtful communication create long-term client relationships.

Project Management & Organization

You're comfortable managing multiple projects, deadlines, and priorities at the same time while ensuring tasks are completed on schedule. You enjoy bringing order to complexity and making sure nothing falls through the cracks.

Initiative & Ownership

You don't wait to be told what to do. You identify problems, anticipate challenges, and take action before small issues become larger ones. You're resourceful, accountable, and willing to take ownership.

Communication & Professionalism

You write and speak with clarity, warmth, and confidence. Whether communicating with clients or colleagues, you represent the company professionally and build trust through excellent communication.

Tech & Systems

You're comfortable learning new software and using tools such as Google Workspace, Slack, Zoom, Monday.com, Keap, GoHighLevel, or similar CRM and project management platforms.

Attention to Detail

You notice the little things others miss and consistently follow through on commitments. When you say you'll do something, it gets done.

Interest in AI & Innovation

You're excited by AI, automation, and modern technology, and you want to be part of a company helping business owners adopt the next generation of tools.

Location: Celebration, Florida

Schedule: Full-time, in-office, MondayFriday, 9:00 AM5:30 PM

Compensation: $45,000$55,000 depending on experience