Client Communications Coordinator

About the Role

We are seeking an organized, proactive, and client-focused Client Communications Coordinator to manage communications, priorities, and deliverables for a diverse group of clients and external partners at a mission-driven nonprofit organization. This is an excellent opportunity for a recent graduate or early-career professional who enjoys building relationships, coordinating multiple moving pieces, and ensuring clients receive timely communication and support throughout every stage of a process.

Key Responsibilities

• Serve as a primary point of contact for sponsors, exhibitors, partners, volunteers, members, and other external stakeholders, providing responsive and professional communication throughout each stage of the client relationship.
• Manage incoming inquiries, requests, and follow-ups from current and prospective partners, sponsors, exhibitors, and volunteers, ensuring questions are addressed and next steps are clearly communicated.
• Coordinate communications, deadlines, and deliverables across multiple clients and initiatives, keeping priorities organized and ensuring outstanding items are followed through to completion.
• Track client needs, project progress, deadlines, and deliverables while proactively communicating updates and addressing potential issues.
• Coordinate sponsor advertisements and support related program initiatives, client deliverables, and operational activities.
• Manage the exhibitor process for conferences, including booth space coordination, invoice collection, floor plan management, and ongoing exhibitor communications.
• Communicate with decorators, general service contractors, and other event vendors to coordinate logistics and ensure expectations and deadlines are met.
• Provide on-site conference support, including exhibit floor management, event coordination, and responding to exhibitor questions and needs.
• Process partner invoices, assist with accounts receivable reconciliation, and maintain accurate financial and client records.
• Maintain organized client information, program documentation, databases, and departmental records.
• Prepare reports, presentations, correspondence, and other materials for internal teams, clients, and external stakeholders.
• Provide administrative support through data entry, document management, copying, sorting, and packing materials.
• Support volunteer recruitment through outreach to professional networks and coordination with program and partnership teams.
• Collaborate with colleagues across departments to align priorities, coordinate initiatives, resolve issues, and maintain a positive client experience.
• Handle confidential client, sponsor, partner, prospect, and financial information appropriately.
• Perform other client communications, coordination, and administrative duties as assigned.

Qualifications

• Bachelor’s degree in business, communications, marketing, education, nonprofit management, or a related field required. Recent college graduates are encouraged to apply.
• Experience in customer service, client relations, account coordination, communications, event coordination, administrative support, sales, partnerships, sponsorships, or a related field preferred.
• Excellent written and verbal communication skills, with the ability to communicate professionally and effectively with a variety of clients and stakeholders.
• Strong organizational and time-management skills, with the ability to manage multiple clients, competing priorities, deadlines, and deliverables simultaneously.
• Exceptional follow-through and attention to detail, with the ability to track outstanding requests, anticipate next steps, and keep projects moving forward.
• Client-focused mindset and commitment to providing responsive, professional service throughout the client relationship.
• Proactive problem-solving skills, including the ability to identify issues, communicate solutions, and follow through on resolutions.
• Ability to work independently, take initiative, and manage responsibilities with minimal oversight.
• Collaborative approach and ability to work effectively with colleagues, external partners, and individuals at all levels.
• Strong data management and recordkeeping skills, with a commitment to maintaining accurate and confidential information.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Comfortable working in a professional office environment and handling occasional physical tasks, including lifting, pushing, or pulling boxes and merchandise weighing up to 50 lbs.