Client Operations Coordinator

The Institutes • Malvern, PA

2d • Onsite

About The Position

The Client Operations Coordinator is responsible for coordinating and executing day-to-day operational workflows that support IAUM’s client lifecycle, deliverables, and internal processes. This role owns scheduling, CRM accuracy, deliverables tracking, and cross-functional coordination, ensuring tasks are completed accurately, on time, and aligned across stakeholders. Working closely with the Marketing & Client Operations Manager, this role plays a key part in maintaining consistent execution across client engagement activities, proactively managing timelines, and ensuring a high level of organization and follow-through across team priorities.

Requirements

• 1–3 years of experience in an administrative, operations, coordination, or client support role (internship experience acceptable)
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Clear and professional written and verbal communication skills
• Comfortable working within structured processes and following established workflows
• Ability to learn new systems and tools quickly (Salesforce experience a plus)
• Proficiency in Microsoft Office and standard business productivity tools
• Organization and time management
• Attention to detail and accuracy
• Communication and responsiveness
• Accountability and follow-through
• Adaptability and flexibility

Nice To Haves

• Salesforce experience a plus

Responsibilities

• Own scheduling for podcast recordings, prospect meetings, client calls, and internal meetings
• Manage calendar coordination, confirmations, reminders, and follow-up communications
• Ensure scheduling requests are completed accurately and in a timely manner
• Support day-to-day coordination across IAUM activities
• Maintain accurate prospect and client records in Salesforce
• Enter and update prospects, client, and engagement activity
• Maintain internal trackers supporting pipeline visibility and client participation
• Ensure data is current, organized, and reliable
• Coordinate podcast preparation logistics, including collecting materials, preparing dossiers, and participating in prep calls with clients
• Support podcast scheduling, rescheduling, and coordination
• Track client deliverables including podcasts, article submissions, and event participation
• Monitor timelines and send reminders as needed
• Coordinate with pre-event coordination, including email invitations and attendee communication
• Support attendee tracking and coordination leading up to events
• Respond to and field general event-related questions
• Coordinate post-event follow-up activities
• Assist with preparation of client performance materials related to client marketing meetings, including compiling social media and content performance data
• Ensure consistent and professional experience across client interactions and deliverables
• Support LinkedIn and email outreach to prospective members and event participants
• Support LP development initiatives through research and coordination tasks
• Assist with gathering and organizing prospect and market research
• Maintain and update renewal timelines and contract tracking
• Support preparation of renewal-related materials
• Coordinate scheduling and reminders for renewal meetings
• Maintain templates, documentation, and workflow resources
• Provide coordination across operational and marketing initiatives as needed
• Review and proof client-facing materials (ex: podcast transcripts, reports, and communications) for accuracy, clarity, and consistency prior to distribution
• Support evolving operational processes and assist with ad hoc team needs
• Identify gaps, delays, or inconsistencies in workflows and proactively follow up to keep activities on track
• Prioritize and manage multiple concurrent tasks and deadlines across clients, deliverables, and events

Benefits

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical, dental, vision, and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed