Client Experience Coordinator

Client Experience Coordinator

The Client Experience Coordinator supports the delivery of elevated, thoughtful, and seamless client experiences across every interaction at Blue Heron. This role focuses on execution, coordination, and operational support that ensure each client touchpoint reflects Blue Heron's standards of luxury, precision, and hospitality. This position is ideal for an individual who is passionate about service, organization, and creating meaningful moments.

Key Responsibilities

• Reception & Meeting Support
• Manage front-desk operations, including greeting guests, answering and routing calls, and providing reception coverage during busy periods.
• Manage conference room calendars, including scheduling, setup, readiness checks, and post-meeting resets.
• Coordinate client-facing meetings and events, including food and beverage coordination, setup, and breakdown.
• Support internal and client-facing events held in the office or at show homes as needed.
• Client & Guest Experience
• Deliver a warm, professional, and personalized welcome to all clients and guests, reflecting Blue Heron's luxury standards.
• Anticipate client needs and assist with hospitality services, refreshments, and special requests.
• Support client arrangements such as travel, catering, reservations, and transportation as needed.
• Maintain discretion and confidentiality in all client interactions.
• Office & Environment Readiness
• Ensure all client-facing and common areas are clean, organized, stocked, and presentation-ready throughout the day.
• Oversee office services operations, including vendor coordination, maintenance requests, and supply inventory/restocking.
• Receive, sort, and distribute mail, packages, and deliveries.

Requirements

Essential Qualifications

• Background/Experience
• 13 years of experience in hospitality, guest services, reception, events, office coordination, or client-facing support roles.
• Exposure to luxury environments, design-focused brands, or high-end service settings is a plus.
• Experience supporting meetings, events, or guest-facing operations preferred.
• Familiarity with CRM systems, scheduling tools, or administrative platforms is beneficial (HubSpot exposure a plus but not required).
• Basic exposure to creative tools (Canva, Adobe, or similar) is helpful but not mandatory.
• Skills
• Strong interpersonal and communication skills with a warm, professional, and service-oriented approach.
• Excellent organizational skills with the ability to manage details, schedules, and competing priorities.
• High attention to detail and consistency in execution
• Ability to anticipate needs and respond proactively in a fast-paced environment.
• Comfortable working collaboratively across departments such as Marketing, Sales, Design, and Operations.
• Willingness to learn systems, processes, and brand standards quickly.
• Flexibility to support non-traditional hours when client meetings or events require it.

Personal Attributes

• Naturally hospitable, personable, and polished with a genuine interest in people and service.
• Reliable, accountable, and proactive. Follows through and takes ownership of tasks.
• Calm and professional under pressure, with a solutions-oriented mindset.
• Discreet and trustworthy, with respect for confidentiality and sensitive information.
• Takes pride in creating environments and moments that feel intentional, elevated, and welcoming.