Administrative & Client Experience Coordinator

Tenney Group; Franklin (TN); On-site; USD 25,000 - 30,000; Part time

Job summary

Tenney Group seeks an exceptionally organized, proactive Administrative & Client Experience Coordinator for a part-time, in-office role in Franklin, TN. You will be the day-to-day right hand to the Head of Executive Support & Brand Culture, handling administrative details, scheduling, client touches, and behind-the-scenes execution to keep the team running smoothly.

You should enjoy organization, checklists, logistics, and ensuring no detail is missed.

Qualifications

• Experience coordinating executive calendars, travel, and meetings.
• Strong organizational and time-management skills.
• Attention to detail and accuracy in admin tasks.
• Ability to work independently and own tasks to completion.

Responsibilities

• Manage day-to-day administrative needs for the office and leadership team.
• Coordinate scheduling, appointments, meetings, and conference calls.
• Assist with calendar management and meeting logistics.
• Prepare and send mailings, packages, and other correspondence.
• Maintain organized files, records, and internal documents.
• Anticipate needs and keep outstanding tasks moving.

Skills

Organized

Proactive

Detail oriented

Communication

Job description

Administrative & Client Experience Coordinator

Part-Time | 25-30 Hours/Week | In-Office | Franklin, TN

Tenney Group is looking for an exceptionally organized, proactive, and detail-oriented person to join our team as our Administrative & Client Experience Coordinator.

This person will serve as the day-to-day right hand to our Head of Executive Support & Brand Culture, owning the administrative details, office logistics, scheduling, client touches, and behind-the-scenes execution that keep our team running smoothly.

We are looking for someone who notices what needs to happen, takes ownership of it, and gets it across the finish line. You should genuinely enjoy organization, checklists, logistics, helping people and making sure no detail gets missed.

The position is approximately 25 hours per week, in person, at our beautiful downtown Franklin HQ.

What You’ll Own:

Administrative & Executive Support

• Manage day-to-day administrative needs for the office and leadership team
• Coordinate scheduling, appointments, meetings, and conference calls
• Assist with calendar management and meeting logistics
• Make calls, confirm appointments, and handle administrative follow-up
• Prepare and send mailings, packages, invitations, and other correspondence
• Manage incoming/outgoing mail and shipping
• Assist with travel logistics and reservations as needed
• Maintain organized files, records, lists, and internal documents
• Handle miscellaneous administrative projects and follow-up
• Anticipate needs and keep outstanding tasks moving without requiring constant direction

Office Operations

• Own the organization and day-to-day readiness of the Tenney Group office
• Maintain office supplies, kitchen/snacks, and other inventory
• Order equipment, supplies, gifts, and materials
• Coordinate office maintenance, cleaning, and service providers
• Help troubleshoot basic office technology and coordinate outside IT support when necessary
• Keep conference rooms, common spaces, storage areas, and supplies organized
• Manage vendors and recurring office services
• Help ensure the office is always client- and meeting-ready

Client Experience & "WOW" Touches

• Coordinate weekly client and prospect touches
• Order, prepare and send client gifts, thank-you packages, and other personalized touches
• Track birthdays, milestones, closings, and other opportunities to recognize clients and relationships
• Maintain gift inventory and shipping supplies
• Assist with client visits to Tenney Group headquarters
• Help execute the thoughtful details that make the Tenney Group experience memorable
• Maintain tracking systems so important relationship touches never fall through the cracks

Tuesdays with Tenney Group

• Manage invitations, RSVPs, and attendee lists
• Coordinate food, restaurant partners, supplies, and room setup
• Prepare name tags, materials, and other event needs
• Assist with attendee database maintenance
• Handle day-of setup and cleanup

Events & Team Experiences

Support the planning and execution of Tenney Group events throughout the year, including:

• Quarterly team events and Townhalls
• Blessings Bucks
• Holiday gatherings
• Client events and hospitality
• Community events

Responsibilities may include ordering, vendor coordination, attendee tracking, shipping, assembling materials, gifts, reservations, transportation, event supplies, setup, and other execution-level logistics.

Rental Property & Personal Administrative Support

• Assist with administrative oversight of company leadership's rental properties
• Coordinate vendors, maintenance appointments, and service calls
• Track outstanding property needs and follow-up
• Assist with ordering, scheduling and other personal administrative items that directly support executive effectiveness

Systems, Lists & Follow-Through

• Maintain recurring administrative checklists and calendars
• Track open items and deadlines
• Make sure commitments don't disappear after a meeting, call, or event

Who We're Looking For

The right person is:

• Extremely organized. You naturally create order and notice when something is out of place.
• Proactive. You don't need someone standing over you with a task list.
• Detail obsessed. Names, dates, addresses, reservations, and little touches matter.
• A finisher. You enjoy checking things off and closing loops.
• Warm and professional. You'll interact with clients, executives, vendors, and industry partners.
• Resourceful. When something goes wrong, your instinct is to figure it out.
• Comfortable wearing multiple hats. One hour may involve scheduling meetings and the next could involve ordering a client gift, troubleshooting an IT issue, or preparing for an event.
• Discreet and trustworthy. You will occasionally work with confidential business and personal information.
• Tech comfortable. You don't need to be an IT professional, but you should be comfortable learning systems and solving basic technology issues.
• Service-minded. You genuinely like making other people's lives easier.

What Success Looks Like

Success in this role means the details are simply handled. The office is organized. Supplies don't run out. Gifts go out on time. Calls get scheduled. Events have what they need. Client touches happen consistently. Vendors are followed up with. Packages get shipped. Lists stay current. Loose ends get closed.

Most importantly, this person will create leverage for our leadership team by taking ownership of the hundreds of small but important tasks required to deliver an exceptional experience for our team, clients, and community.

Schedule:

Approximately 25-30 hours per week