Client Experience Coordinator
About the Role
We're looking for a warm, organized, and proactive person to help keep our client experience running smoothly. This role touches a little bit of everything—from managing schedules and mailing packages to making sure our office feels welcoming and our clients feel taken care of.
But the most important thing this role does is get on the phone. When someone requests our book or responds to a lead magnet, you're the person who calls them—confirms their address, has a friendly conversation, and books the consultation appointment if they haven't scheduled one already. That follow-up is what converts our content into revenue, and it has to happen consistently and warmly. If you're not comfortable picking up the phone and talking to strangers, this probably isn't the right fit. If you actually enjoy it, you'll thrive here.
Everything else—keeping the office running, shipping packages, managing schedules—supports that core mission.
What You'll Do
Your Most Important Responsibility
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Call every book and lead magnet requestor by phone to confirm their mailing address and book a consultation call if they haven't already scheduled one
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Track outreach activity and outcomes in HubSpot so nothing slips through the cracks
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Follow up persistently but warmly—this is relationship-building, not cold calling
Day-to-Day Responsibilities
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Pack and mail books and client swag
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Manage podcast studio scheduling for internal and client sessions
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Keep the office stocked with snacks and supplies
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Ensure conference rooms are clean, set up, and ready before sessions
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Greet and assist office rental guests as needed
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Ensure conference rooms are clean, set up, and ready before sessions
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Greet and assist office rental guests as needed
Ongoing & Periodic Support
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Coordinate client visits several times per year, handling logistics end to end
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Support our quarterly networking happy hours at Groove Workspace
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Assist with our annual B2B eCommerce Summit and All Hands events, including setup, guest experience, and on-site coordination
Who You Are
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Detail-oriented and follow-through without being reminded
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You enjoy creating a great experience for the people around you—it's not a task, it's just how you operate
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Able to flex when things get busy without losing your cool
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Comfortable wearing multiple hats in a small, dynamic environment
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Friendly and professional in person—you're often the first face people see
Compensation
- Part-Time Role
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$30–$45/hr · 10 hours/week guaranteed, up to 20
The Environment
You'll work out of Groove Workspace at Cross Keys, a high-end private office suite in North Baltimore with a professionally equipped podcast studio, event space, and on-site hotel and restaurant amenities. It's a calm, well-appointed environment where the details matter—which is exactly why this role exists.
This is a part-time position with flexible hours, but it does require regular on-site presence. You'll work closely with the founder and operations team and have real ownership over the experience we deliver to clients and guests.