Client Services & Office Coordinator

The Client Services & Office Coordinator is the face of CBSET, acting as the primary, high-energy point of contact for every visiting client and the operational backbone of on-site hospitality, events, and marketing administration. The role ensures every client visit runs flawlessly, from arrival through catering and departure, and supports the commercial team’s events, trade shows, and marketing materials. The ideal candidate is polished, highly organized, and service-minded, with an upbeat, can-do attitude.

Salary Range: $23.00 - $28.00/hour. (Please note, salaries vary within the range based on factors including, but not limited to, experience, skills, education, and certifications.)

Reception and Client Visits (~40%):

• Greet visitors and manage their arrival and departure (e.g. notify host of arrival, escort visitors to the appropriate room).
• Inform visitors of and enforce visitor safety and facility access policies.
• Maintain and distribute the daily visitor schedule to the commercial team and President/CEO.
• Answer, respond to, and direct phone calls, emails, and mail delivery.
• Deliver a consistently excellent client experience from arrival through departure.

Catering and Hospitality (~20%):

• Plan and order catering for multiple on-site client visits each week, in coordination with Study Directors and the commercial team; own setup, presentation, and cleanup.
• Manage caterer relationships, ordering, and invoices, and stay within the catering budget.
• Track and accommodate client dietary restrictions and preferences.

Office and Administration Support (~20%):

• Assist hiring managers prepare for new employees (e.g. set up desk, create welcome packet, create and maintain security badges).
• Answer, respond and direct phone calls, emails, and mail delivery
  
  Build and maintain professional client relationships.
• Track and order general office supplies, including managing and stocking kitchen and conference room supplies.
• Receive packages and ensure timely internal delivery.
• Assist with shipping; domestic and/or international packing slips/invoices.
• Provide administrative assistance to scientific staff and management (e.g. booking conference rooms, scheduling conference calls).

Marketing Support (~10%):

• Manage collateral and promotional material inventory, including reordering and shipping materials to trade shows.
• Occasionally support entering contact and event-lead data in the CRM.
• Help assemble client-visit materials, proposal packages, and presentations.
• Coordinate with the marketing agency and PR contractor on deliverables and schedules.
• Keep lobby and visitor materials consistent with the CBSET brand.
• Help track campaign and event metrics.

Events (~10%):

• Plan and run on-site events such as client open houses, facility tours, and internal events.
• Handle logistics for trade shows and conferences, including booth materials, shipping, attendee registration, hotel blocks, and receptions.
• Coordinate with venues and vendors, and track event budgets.

Required:

• High School diploma, required;
  Certificate or Associates Degree in Office Administration or Bachelor’s degree (BA/BS) preferred.
• 2-4 years in reception, hospitality, events, or marketing coordination. Experience in a CRO, CDMO, or life sciences services setting preferred.
• An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.
• Must be professional and have exceptional customer service skills when working with internal and external customers.
• Must have exceptional oral and written communication skills.
• Must be able to work effectively as part of a team.
• Event or trade…