Client Communications Coordinator

Exovations•Cumming, GA

20d•$20

About The Position

The Client Communications Coordinator is a forward-thinking, solutions-oriented role responsible for managing all inbound client communications, coordinating and tracking leads and appointments, maintaining accurate CRM data, and supporting sales and business development leadership. This position also serves as the front desk point of contact, ensuring a professional, welcoming office environment and a high-quality client experience from first call through post-job follow-up.

Requirements

A team player who understands how their role supports sales, marketing, and leadership
A forward thinker who anticipates needs and takes initiative
A self-directed problem solver who can find answers and resolve issues independently
Someone who operates by the principle: Think first. Ask second.
Resourceful and comfortable researching systems, reviewing past activity, and using available tools before escalating questions
Confident making day-to-day decisions while keeping leadership informed
Professional, calm, and composed when interacting with clients, vendors, and internal teams

Responsibilities

Answer all inbound calls promptly and professionally; transfer and handle calls effectively
Process all incoming inquiries from: Website forms, Email, Podium messages, Social media platforms, Smith AI answering service, Any additional lead sources
Return calls immediately for messages left via any channel
Accept all vendor-provided leads ASAP (Hardie, TimberTech, and Deckorators) and initiate immediate outreach
Leads are contacted immediately and followed up consistently
Appointments are booked accurately and tracked reliably
CRM and tracking data are complete, clean, and current
Customers feel informed, valued, and professionally supported
Office environment is welcoming, organized, and client-ready always
Accurately enter and track all customer inquiries in CRM/LCS, including Lead source, Call source, Booking method (AI, Appointments Plus, phone, text, etc.)
Create and maintain the daily 2026 Lead & Appointment Tracker
Update the Business Development Director regularly on: Appointment totals, Percentage of goal completed
Communicate weekly appointment counts per sales consultant to: Sales Director and Business Development Director
Support verification of fair and effective appointment distribution based on leadership
Judgment.
Review every Smith AI call for accuracy and quality. Dispute non-qualifying or invalid calls with: Smith AI, Modernize, Any paid lead services. Ensure disputes align with contract criteria and documentation standards.
Maintain presence at the front desk during scheduled hours
Greet guests, customers, and employees with a friendly, professional, positive attitude
Monitor building entry and guest arrivals
Update the welcome sign based on scheduled visitors and meetings
Ensure presentation and meeting rooms are always: Clean, Organized, Client-ready
Upon job completion: Register all applicable product warranties, Email customers confirming warranty registration, including: Warranty links, Instructions for filing claims, Google review link