Client Services & Sales Coordinator

The Hilldrup Companies•Stafford, VA

About The Position

The Client Services & Sales Coordinator provides administrative, operational, and customer support to the Sales and Client Services teams. This role serves as the primary coordinator for customer referrals, guiding customers through the initial stages of the relocation process while ensuring a seamless handoff to internal teams and external service providers. Working closely with Sales, Client Services, Operations, and referral partners, the Coordinator is responsible for managing customer communications, scheduling relocation services, maintaining accurate records, and tracking referral activity to ensure an exceptional customer experience from start to finish. This position offers the opportunity to develop a strong understanding of the corporate relocation industry while building the foundational skills for future growth within Sales or Client Services.

Requirements

Exceptional customer service and relationship-building skills.
Strong verbal and written communication.
Excellent organizational and time management abilities.
Ability to manage multiple priorities in a fast-paced environment.
Strong attention to detail and commitment to accuracy.
Collaborative and team-oriented mindset.
Critical thinking and problem-solving skills.
Ability to build relationships with customers, referral partners, and internal teams.
Comfortable learning new technology and CRM systems.
Proficiency in Microsoft Office (Excel, Outlook, Word, and PowerPoint).
Professional, positive attitude with a willingness to learn and grow.

Nice To Haves

Bachelor's degree in Business, Marketing, Communications, or a related field preferred.
Previous experience in customer service, administrative support, account coordination, scheduling, hospitality, logistics, or sales support preferred.
Internship experience is welcomed.
Experience in the moving, transportation, relocation, or real estate industry is a plus but not required.

Responsibilities

Serve as the primary point of contact for customers referred through corporate clients, referral partners, or internal sales channels.
Acknowledge and accept new customer referrals while initiating the relocation process.
Contact customers to discuss their relocation needs, gather required information, explain available services, and establish yourself as their primary coordinator throughout the process.
Coordinate and schedule relocation-related services, including move surveys and appointments with internal teams and external service providers.
Place referrals with third-party partners, including real estate professionals, mortgage providers, corporate housing providers, destination service providers, and other relocation vendors as needed.
Maintain accurate customer information, referral activity, service milestones, and status updates within company systems, including CRM platforms.
Monitor referral progress and proactively follow up with service providers to ensure services are progressing as expected.
Maintain regular communication with customers by providing updates, answering questions, conducting service check-ins, and ensuring a high level of customer satisfaction throughout the relocation process.
Coordinate with real estate partners to obtain transaction updates and assist with processing customer incentive or reimbursement programs when applicable.
Communicate referral and service updates to corporate clients, referral sources, and internal stakeholders as appropriate.
Support invoice research, documentation requests, and administrative follow-up as needed.
Collaborate with Sales, Client Services, Operations, Accounting, and other internal departments to ensure timely completion of customer requests.
Maintain organized records, documentation, and customer files while ensuring data accuracy and confidentiality.
Identify opportunities to improve administrative processes, communication, and operational efficiency.
Perform additional administrative and project support duties as assigned.