Client Experience Specialist

Woolpert•Fort Worth, TX

8d•$65,800 - $82,300

About The Position

Woolpert is hiring a Client Experience Specialist to join its Marketing Team. Reporting to the Director, Client Experience and Events, this role coordinates and executes client-facing experiences—including conferences, trade shows, client meetings, and virtual programs—that strengthen relationships with clients and partners. The position manages event logistics of increasing complexity, working under moderate supervision with some latitude for independent judgment, and partners with marketing, business development, and sector leaders to measure outcomes and improve the client experience. The role supports virtual, hybrid, and live events from planning through follow-up. Responsibilities include managing event logistics and budgets, coordinating vendors and communications, providing event support, responding to issues, evaluating event outcomes, and maintaining related records. Travel of up to 30% is required and may include overnight stays, holidays, and weekends. Applicants must already have work authorization in the country where the job is located; visa sponsorship is not available.

Requirements

High school diploma or equivalent required.
Three years of experience in event planning, client experience, marketing coordination, or a related field.
Experience coordinating logistics for live and/or virtual events, including vendor and venue coordination.
Working knowledge of event planning practices, including budgeting, logistics, vendor management, and on-site execution.
Strong organizational and time-management skills, including the ability to manage multiple events and deadlines simultaneously.
Effective written and verbal communication skills and the ability to interact professionally with clients, vendors, and internal stakeholders.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to exercise judgment on routine matters and seek guidance from senior team members on complex work.
Ability to maintain confidentiality of client and company information.
Ability to lift and transport event materials and work non-standard hours during events.
Valid driver's license required.
Must already possess work authorization in the country where the job is located; visa sponsorship is not available.

Nice To Haves

Bachelor’s degree (BA or BS) in Marketing, Communications, Business, or a related field.
Equivalent combination of education and experience may be considered on a 1:1 basis.
Five years of event planning or client experience in a professional services, architecture/engineering, or geospatial environment.
Experience with trade show and conference exhibit coordination.
Experience supporting executive-level or client-facing programs.
Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), or Certified Trade Show Marketer (CTSM) certification.
Deep understanding of CRM and proposal management systems.
Strong business acumen and commercial awareness.

Responsibilities

Plan, coordinate, and execute assigned virtual, hybrid, and live client events, including timelines, run-of-show, registration, and post-event follow-up.
Organize event logistics, including venue and digital platform selection, room blocks, audiovisual needs, catering, signage, entertainment, and shipping booth and promotional materials.
Coordinate with digital platform providers, venues, and vendors to obtain quotes, confirm requirements, and verify deliverables; escalate contract and pricing exceptions to senior team members.
Secure required permissions, licenses, certificates of insurance, and vendor documentation before each event.
Track event budgets, process invoices and purchase orders, and reconcile spending against approved budgets.
Coordinate client and attendee communications, including invitations, registration support, pre-event materials, and post-event outreach.
Provide on-site and virtual event support, including setup, attendee experience, speaker and exhibitor needs, and technical and physical wrap-up.
Address unforeseen event issues or emergencies, resolving routine problems independently and consulting senior team members on complex situations.
Conduct event debriefings and evaluations, analyze feedback and metrics, and recommend improvements.
Collaborate with marketing, communications, and business development teams on event awareness, social media, and promotional campaigns.
Maintain event calendars, vendor records, attendee lists, and client experience documentation in company systems.
Support onboarding of less-experienced team members by sharing event procedures, checklists, and templates.
Perform other duties as assigned.