Client Relations Coordinator

Department: Administration

Reports To: Office Manager

Schedule: Monday–Friday, 8:00 AM–4:00 PM

The Client Experience Coordinator serves as the first point of contact for clients and visitors at North Point Outdoors. This role is responsible for managing front desk operations, coordinating client communications, and providing administrative support to the sales and service teams.

As a direct representative of the North Point brand, the Client Experience Coordinator ensures that every client interaction — whether in person, by phone, or digitally — is professional, efficient, warm, and welcoming. This position plays a key role in delivering a consistent, high‑quality experience that supports client satisfaction and internal team success.

• You create a positive and lasting impression in every client interaction — whether in person, over the phone, or through email.
• You maintain an organized and welcoming front office environment at all times.
• You provide timely and accurate administrative support to the sales and service teams.
• You manage schedules, client communication, and appointment coordination with consistency and accuracy.
• You take ownership of client experience touchpoints, ensuring service feels personal, attentive, and aligned with North Point's standards.
• You maintain accurate client records and identify opportunities to improve our communication and processes.

• Greet clients and visitors with warmth, professionalism, and a can‑do attitude.
• Answer and direct all inbound calls, respond to emails, and manage incoming mail.
• Maintain the cleanliness and organization of the front office and all shared spaces.
• Assist with internal mail and package distribution.

• Maintain accurate and up‑to‑date client records within ASPIRE.
• Connect with and follow‑up on leads.
• Review and follow up on client tasks and service issues to ensure timely resolution by team.
• Track and request service reviews to help improve client satisfaction and the overall client experience.
• Schedule irrigation and fertilization services during peak seasons.
• Make reminder calls and send appointment confirmations to irrigation clients.
• Coordinate closely with service divisions to ensure a seamless client experience from first contact through service delivery.
• Assist with residential receivables: collection calls and follow up on failed or declined payments.

• Participate in Sales Team Meetings.
• Support the sales team with scheduling, client outreach, and follow‑up communication.
• Manage Microsoft Bookings to ensure accurate appointment coordination.
• Place estimate reminder calls and assist with follow‑ups on open proposals.
• Distribute marketing communications and seasonal updates to clients.
• Participate in external client engagements:
  Expos, Golf Tournaments, Career Fairs, etc.

• Duties as assigned by Office Manager based on seasonal need.
• Assist with internal event logistics, overtime available.

• Clear and confident communicator with strong interpersonal skills.
• Friendly, professional demeanor.
• Highly organized with the ability to multitask in a fast‑paced environment.
• Self‑starter with a positive attitude and willingness to learn.
• Comfortable learning and utilizing technology in day‑to‑day tasks.
• Reliable, punctual, and committed to maintaining quality standards.
• Experience in customer service, administrative support, or office coordination preferred.
• Experience in Microsoft products preferred; this role heavily utilizes Aspire, Microsoft Teams and Outlook.

This role provides a foundation for deeper involvement in client engagement, communication systems, and office operations. As North Point Outdoors continues to grow, the Client Experience Coordinator has the opportunity to evolve into a key contributor in shaping and improving the client's journey. Initiative, attention to detail, and a proactive mindset will open the door to future growth within the administrative and client services team.

Team members are expected…