AI Client Coordinator

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Who Are We?

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 are 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.

This role is ideal for someone who is friendly, detail‑oriented, and thrives on creating polished, white‑glove experiences. You’ll work closely with the Head of AI (US) and Senior AI Assistant (UK) to ensure every Paul Ai member feels welcomed, supported, and taken care of, while also managing the day‑to‑day logistics behind the scenes.

• Support the setup and ongoing management of Paul Ai products for new and existing clients. Assist with preparing client work spaces, coordinating setup steps, tracking progress, and ensuring each client is properly configured and ready to go across Paula, Connie, and other Paul Ai tools.
• Help identify gaps, delays, or issues in setup and flag them early.
• Regularly check in on client journeys to ensure they are moving smoothly through onboarding, live usage, and optimization phases.
• Track where each client is in their Paul Ai journey, confirm key milestones are completed, and help maintain a high‑quality, consistent client experience across the platform.
• Support client communication via email, Slack, Zoom, or CRMnotes. Ensure clients receive clear updates, follow‑ups, and next steps at the right time.
• Maintain a warm, professional, and proactive tone in all communication. Ask questions when unsure and always follow through.
• Assist with day‑to‑day admin tasks that keep Paul Ai running smoothly, including organizing documents, updating SOPs, maintaining client records, supporting internal workflows, and keeping shared systems clean and up to date.
• Help reduce bottlenecks and keep the team organized.
• Work closely with the team to manage workflows across tools such as CRMs, automation platforms, and internal dashboards.
• Support basic checks on automations, data flow, and handoffs between systems, escalating issues when needed.
• Help track tasks, timelines, and deliverables across the Paul Ai team. Update task boards, follow up on action items, and support collaboration across departments using tools like Microsoft Teams, Slack, Zoom, and project management software.
• Contribute ideas and feedback to improve internal processes, client onboarding flows, and operational efficiency.
• Document learnings, spot patterns in client needs, and support refinements that make Paul Ai easier to deliver and scale.

• Naturally organized and detail‑oriented – you enjoy keeping systems tidy, tracking progress, and making sure nothing slips through the cracks.
• Proactive and thoughtful – you don’t just wait to be told what to do; you notice when something looks off and speak up.
• Calm, clear, and professional in communication – whether it’s a client update, internal note, or follow‑up message, you communicate with warmth and clarity.
• Tech‑curious (not tech‑overwhelmed) – you don’t need to be an engineer, but you enjoy learning new tools, systems, and AI platforms and aren’t intimidated by them.
• Process‑minded – you like following systems, improving workflows, and documenting how things are done so they can be repeated at scale.
• Client‑experience focused – you care deeply that clients feel supported, informed, and confident at every stage of their Paul Ai journey.
• Reliable and consistent – when you say you’ll do something, it gets done, and people can trust you to follow through.
• Excited by AI and modern businesses – you’re genuinely interested in how AI can support real businesses and want to be part of a fast‑growing, forward‑thinking team.

Location: Celebration, Florida

Type: Full time, In Office

Compensation: $45,000 to $55,000 dependant on experience

Hours: Monday to Friday, 9am to 5.30pm