Client & Operations Coordinator

Contractor Staffing Source•Celina, TX

3d•Onsite

About The Position

An established North Texas outdoor living and hardscape design-build company is looking for a highly organized Client & Operations Coordinator to support leadership, clients, vendors, and daily business operations. This role requires strong organization, composure, follow-through, and customer service skills to manage complex moving parts. While not an event-planning position, the company is particularly interested in candidates with backgrounds in event coordination, hospitality, wedding planning, venue operations, catering coordination, or conference services, recognizing that these professionals often possess the necessary skills in prioritization, communication, vendor management, schedule management, customer service, attention to detail, and composure under changing circumstances. The successful candidate will work closely with leadership, acting as a reliable administrative partner to keep clients informed, schedules organized, vendors accountable, and important details moving forward.

Requirements

3 or more years of experience in event coordination, hospitality, wedding planning, venue management, customer service, office administration, project coordination, executive support, or a similar role.
Strong organizational and multitasking abilities.
Excellent professional communication skills, both written and verbal.
Strong customer service instincts and a client-first mentality.
Ability to remain composed while managing deadlines, changing priorities, and multiple stakeholders.
Strong follow-through and willingness to hold vendors, partners, and internal stakeholders accountable for outstanding items.
Excellent attention to detail.
Comfortable coordinating calendars, meetings, appointments, vendors, documents, and administrative workflows.
Ability to prioritize urgent matters without losing sight of longer-term responsibilities.
Proficiency with Microsoft Outlook, Word, Excel, Teams, and Microsoft Office/Microsoft 365 applications.
Comfortable learning CRM, project management, scheduling, and business workflow software.
Dependable attendance, reliability, and professional business etiquette.
Ability to maintain confidentiality and use sound judgment.
Must be willing to complete a background check upon a conditional job offer.
Must be able to work 100% in office in Celina, TX.

Nice To Haves

Spanish speaking is a plus.
Previous event coordination, wedding planning, hospitality, venue, catering, conference, or high-touch customer service experience.
Experience coordinating multiple vendors or outside service providers.
Experience supporting executives, ownership, or senior leadership.
Previous exposure to construction, remodeling, landscaping, home services, real estate, or design-build environments.
Experience using CRM, scheduling, project management, or cloud-based business platforms.
Experience working in a growing company where priorities can change quickly.
Demonstrated employment stability, preferably two or more years with recent employers.

Responsibilities

Coordinate multiple schedules, appointments, meetings, vendors, clients, and administrative priorities.
Track deadlines, commitments, follow-up items, and outstanding information.
Help leadership determine which issues require immediate attention and which can be scheduled, delegated, or followed up on later.
Anticipate scheduling conflicts, missing information, and potential communication gaps.
Follow up with vendors, clients, and internal team members to ensure commitments are completed.
Adapt quickly when schedules, priorities, or circumstances change.
Maintain composure and professionalism while managing multiple moving pieces.
Serve as a professional point of contact for clients, vendors, and business partners.
Answer incoming calls and respond to inquiries accurately and professionally.
Schedule and confirm client consultations, meetings, appointments, and project-related activities.
Communicate clearly with clients regarding scheduling and administrative matters.
Help ensure clients receive timely follow-up and feel that their needs are being appropriately addressed.
Maintain professional communication between clients, leadership, office staff, vendors, and field personnel.
Represent the company with professionalism, warmth, and a strong service mentality.
Support ownership and leadership with calendar management, scheduling, documentation, and daily administrative needs.
Prepare meeting materials, reports, correspondence, and supporting documentation.
Maintain organized electronic records, project information, client files, and company documents.
Route documents for signatures and track completion when required.
Maintain accurate information within CRM, project management, scheduling, or business workflow software.
Assist with vendor quotes, pricing requests, lead times, delivery coordination, and project-related follow-up.
Support standardized office procedures and administrative workflows.
Take ownership of assigned responsibilities and ensure tasks are completed accurately and on schedule.