Client Experience & Events Coordinator
About The Position
The Client Experience & Events Coordinator exists to bridge executional event coordination with elevated client experience ownership across the Blue Heron journey. This role serves as a critical connector between foundational event support and higher-level client experience strategy, helping ensure that every interaction, milestone, and environment reflects the polish, intentionality, and operational excellence expected of the Blue Heron brand. The Coordinator is expected to proactively manage event logistics, contribute to client experience refinement, anticipate operational needs, and help maintain continuity across marketing, sales, design, and construction touchpoints. The ideal candidate is highly organized, hospitality-minded, detail-driven, and capable of balancing client-facing professionalism with hands-on execution in a fast-paced luxury environment. Events may include evenings and weekends as required.
Requirements
- 2–4 years of experience in luxury hospitality, client experience, event coordination, marketing support, or related fields.
- Experience supporting or coordinating high-touch events and client-facing experiences.
- Familiarity with CRM systems; HubSpot experience preferred.
- Working knowledge of Adobe Creative Cloud, particularly Photoshop and InDesign, preferred.
- Strong organizational and project coordination skills.
- Comfortable working evenings, weekends, and non-traditional hours as required.
- Understands how client experience impacts brand perception, referrals, and long-term business relationships.
- Able to coordinate across multiple departments while maintaining alignment and professionalism.
- Balances hospitality instincts with operational discipline and accountability.
- Thinks proactively about logistics, communication, and downstream impacts.
- Strong verbal and written communication skills.
- Professional, polished, and client-centered presence.
- Ability to remain composed and solutions-oriented under pressure.
- Builds collaborative relationships across teams and with external partners.
- Demonstrates ownership and accountability in day-to-day execution.
- High attention to detail and commitment to excellence.
- Hospitality-minded with a genuine passion for creating memorable experiences.
- Resourceful, adaptable, and willing to step in wherever needed.
- Maintains confidentiality and professionalism in all client interactions.
- Coachable, team-oriented, and motivated to continue growing within the Client Experience function.
Nice To Haves
- HubSpot experience preferred.
- Working knowledge of Adobe Creative Cloud, particularly Photoshop and InDesign, preferred.
Responsibilities
- Coordinate and execute milestone events including groundbreaking (“golden shovel”) ceremonies, handovers, client appreciation events, realtor functions, charity events, and internal celebrations.
- Independently manage event logistics including scheduling, vendor coordination, timelines, guest communication, onsite execution, setup/breakdown, and day-of operations.
- Support the Client Experience Specialist in maintaining consistent event standards, brand presentation, and operational excellence across all experiences.
- Assist in developing event run-of-show documents, guest lists, staffing coordination, presentation materials, and post-event reporting.
- Ensure all client-facing spaces, event environments, and hospitality moments align with Blue Heron’s luxury brand standards.
- Support and help execute elevated client touchpoints including gifting, milestone communications, personalized follow-up, and curated hospitality experiences.
- Maintain accurate and timely documentation of client interactions, event details, and follow-up actions within HubSpot.
- Coordinate client communications and scheduling related to milestone events and experience initiatives.
- Assist in gathering and organizing client feedback and NPS survey data to support continuous improvement efforts.
- Partner closely with Marketing, Sales, Design, Construction, and Executive stakeholders to ensure seamless coordination across the client journey.
- Support alignment between event execution, client communications, and broader brand initiatives.
- Coordinate with internal teams and external vendors to ensure deadlines, deliverables, and expectations are clearly communicated and executed.
- Assist in the creation and coordination of event collateral, invitations, signage, presentations, and branded materials.
- Support content capture coordination during events including photography needs, shot lists, vendor communication, and social/media readiness.
- Help maintain a high standard of presentation and hospitality within the Client Experience Center.
- Provide occasional front-of-house and welcome support when needed to ensure a seamless client experience.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
