Client & Project Coordinator

Client & Project Coordinator

Location: Hopkins, Minnesota (Onsite)

Employment Type: Part-time (approximately 25-30 hrs./week), Monday–Friday, within core business hours. You’ll set a daily schedule, e.g., 9:30–2:30 or 10:00–4:00, that works for you and is consistent.

Industry: Corporate Recognition, Communication & Branding (experience in the branded merchandise and incentive industry a plus)

Experience: 1-3 years in project coordination or administrative support

Compensation: $24-$30, based on experience

Benefits: 8 paid holidays, employee discount

Why This Role Matters

At Hillary’s, every project is someone’s experience: a moment when an employee feels seen, a client feels valued, or a milestone finally gets the recognition it deserves. The Client & Project Coordinator is the person who makes those experiences happen flawlessly, from the first conversation to the final delivery. This isn’t a behind‑the‑scenes support role; on a team our size, it’s central to everything we deliver.

The details you manage are the difference between a program that’s simply completed and one that genuinely moves people.

Position Summary

The Client & Project Coordinator is an integral member of our team, responsible for the hands‑on coordination and meticulous management of client projects and marketing initiatives. This role thrives on precision and proactively ensures the smooth execution of every project phase, from initial communication to final delivery. The ideal candidate brings strong organizational skills, the ability to prioritize effectively, and a confident, independent approach to their work.

Project Coordination

• Take primary responsibility for general project coordination.
• Communicate clearly with all key stakeholders, including clients, administrative and production managers, and supply partners.
• Implement detailed project workflow plans and milestone tracking to manage projects end-to-end.
• Manage product purchasing and tracking processes.
• Oversee the project shipping system and process.
• Handle administrative tasks related to project implementation and proactively manage unexpected issues.
• Execute turnkey client programs.

Product Research & Proposal Support

• Grow into proposal development and product sourcing over time.

Client Engagement & Office Support

• Field calls from clients and prospects.
• Welcome clients and prospects to the office.
• Pitch in with the team to keep the office running smoothly.

Technical Proficiency

• Comfortable using technology, including Apple computers.
• Proficiency in Microsoft 365 (Word & Excel) and Google Suite.
• Experience with Quick Books, turnkey program software, Canva, proprietary industry software, and email.

Communication & Interpersonal Skills

• Professional verbal and written communication.
• Comfort with cross‑functional communication and phone conversations.

Analytical & Problem‑Solving Abilities

• Solid critical thinking and problem‑solving skills, including basic math.
• Relentless about seeking answers and resolutions.

How You Work

• Exceptional organization and attention to detail, with the ability to set priorities and manage multiple deadlines efficiently.
• A process‑oriented approach to your work.
• You take real ownership of your work and follow through on what you commit to.
• Curiosity and an open mind.

Physical Requirements

• Able to perform physical tasks such as lifting, carrying, and using stairs and ladders.

Room to Grow

On a small team, your role grows as you do. There’s a real opportunity here to expand into proposal development and product sourcing over time, and to take on greater ownership of the programs that matter most to our clients.