Director of First Impressions & Client Experience Coordinator

Contractor Staffing Source•Celina, TX

6d•Onsite

About The Position

An established North Texas outdoor living and hardscape design-build company is looking for a polished, highly organized, and client-focused Director of First Impressions & Client Experience Coordinator to become an important part of its growing office team. This role is ideal for someone who genuinely enjoys working with people, communicates confidently and professionally, and understands that the way a client is treated from their very first phone call can shape their entire experience with a company. You will serve as a primary point of contact for clients, vendors, and business partners while also supporting leadership with scheduling, administrative coordination, documentation, and daily office priorities. This is more than a receptionist position. The right person will be able to balance exceptional customer service with strong organization, sound judgment, follow-through, and the ability to recognize what requires immediate attention and what can wait.

Requirements

3 or more years of experience in customer service, office administration, executive support, front-office management, hospitality, leasing, showroom sales, concierge services, or a similar client-facing role.
Excellent professional communication skills, both written and verbal.
A polished, confident, and welcoming client-facing presence.
Strong customer service instincts and the ability to make clients feel heard and valued.
Excellent organization, time management, and attention to detail.
Ability to manage multiple priorities without losing track of follow-up items.
Comfortable coordinating calendars, appointments, meetings, documents, and administrative workflows.
Ability to determine which issues require immediate attention and which can be appropriately scheduled or delegated.
Proficiency with Microsoft Outlook, Word, Excel, Teams, and Microsoft Office/Microsoft 365 applications.
Comfortable learning CRM, scheduling, project management, and business workflow software.
Strong follow-through and the ability to complete assigned tasks accurately and on schedule.
Dependable attendance, reliability, and professional business etiquette.
Ability to maintain confidentiality and use sound judgment.
Spanish speaking is a plus.
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

Previous experience in a professional showroom, luxury retail environment, leasing office, hospitality environment, professional services business, construction company, or home services company.
Experience supporting business owners, executives, or senior leadership.
Experience coordinating vendors, client appointments, project documentation, or internal schedules.
Experience using CRM, project management, or business productivity platforms.
Experience working in a growing company where responsibilities are broad, visible, and important.
Demonstrated employment stability, preferably two or more years with recent employers.

Responsibilities

Serve as a polished and professional first point of contact for clients, vendors, and business partners.
Answer incoming calls and respond to inquiries with warmth, professionalism, accuracy, and urgency when appropriate.
Welcome clients and visitors and help create a professional and comfortable office experience.
Schedule and confirm client consultations, appointments, meetings, and project-related visits.
Maintain consistent and professional communication with clients throughout their experience with the company.
Help ensure client questions and concerns are routed to the appropriate team member and followed through to resolution.
Represent the company in a way that reflects its standards, reputation, and commitment to exceptional service.
Provide administrative and scheduling support to ownership and leadership.
Manage calendars, appointments, meetings, and daily scheduling needs.
Help leadership prioritize meetings, client needs, deadlines, and follow-up items.
Coordinate internal meetings, vendor appointments, client consultations, and project-related schedules.
Prepare professional correspondence, meeting materials, documents, and reports as needed.
Track pending items and help ensure important commitments do not fall through the cracks.
Maintain discretion and confidentiality when handling company, client, or leadership information.
Maintain accurate information within CRM, scheduling, project management, or business workflow software.
Organize electronic files, client records, project information, forms, notes, and company documentation.
Route documents for signatures when required.
Track outstanding administrative tasks and follow up appropriately.
Assist with basic vendor coordination, project documentation, and office administration.
Help identify missing information, communication gaps, or administrative bottlenecks.
Support leadership with additional administrative responsibilities as the company continues to grow.