Client Experience and Logistics Coordinator

6 days ago

New York, New York, United States Smilebooth Full time

Client Experience and Logistics Coordinator

Location: Remote or Office Based

Type: Full Time

ROLE OVERVIEW

The Client Experience and Logistics Coordinator is the operational backbone connecting Sales, Production, and On Site Operations. Sales sells the experience. Production trains and prepares teams. This role ensures the right people, plans, and information are in place before anything reaches the field. This is a true operations role with decision making responsibility, not an admin support role.

CORE RESPONSIBILITIES

Client Experience and Communication

  • Serve as the primary client point of contact post sale
  • Walk clients through how their experience will look and operate
  • Manage timelines, expectations, approvals, and deliverables
  • Handle client questions clearly, calmly, and professionally
  • Communicate changes or constraints early

Staffing Planning and Coverage

  • Build staffing plans for each event
  • Flag staffing risks in advance
  • Build in backup coverage
  • Adjust schedules proactively to prevent gaps or burnout
  • Escalate replacement staffing needs to Production when required

Feasibility and Decision Making

  • Answer "Can we actually do this?" before events are finalized
  • Flag scope, timing, or staffing risks
  • Adjust plans when something sold is not executable
  • Make judgment calls remotely when tradeoffs are required

Systems and Information Management

  • Own CRM records in Attio and operational tracking in Notion
  • Ensure all event information is complete and accurate
  • Catch missing, conflicting, or unclear details
  • Maintain clean Sales to Operations handoffs
  • Ensure all teams are working from the same information

Experience Setup and QA

  • Collect and organize client assets such as logos, copy, and brand guidelines
  • Create simple experience walkthroughs or previews when needed
  • Configure experiences using existing backend tools
  • QA experiences before handoff to Production and On Site teams

Remote Event Support and Follow Up

  • Act as escalation point for on site teams when needed
  • Support live events remotely if issues arise
  • Collect feedback from on site teams after events
  • Track recurring issues and adjust plans or workflows accordingly
  • Share insights with Production to improve training and readiness

REQUIRED SKILLS AND QUALIFICATIONS

  • Strong client communication and professional email skills
  • Highly organized and detail oriented
  • Comfortable managing people, schedules, and logistics
  • Experience coordinating freelancers or field staff
  • Comfortable using Attio, Notion, and scheduling tools
  • Calm, adaptable, and effective in fast moving environments

THIS ROLE IS NOT

  • Not on site execution
  • Not a designer
  • Not an engineer
  • Not responsible for training delivery

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