Client Communications Coordinator

ROCS Grad Staffing; Reston (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

ROCS Grad Staffing in Reston, VA is seeking a Client Communications Coordinator to manage communications, deadlines, and deliverables for a diverse group of clients and partners at a nonprofit. The role suits recent graduates or early-career professionals who excel at building relationships and ensuring timely support throughout every stage of a process.

You will be the main contact for sponsors, exhibitors, volunteers, and other stakeholders, coordinating inquiries, tracking progress, and

Qualifications

• Bachelor's degree required; recent graduates encouraged to apply.
• Experience in customer service, client relations, account coordination, communications, or event coordination preferred.
• Excellent written and verbal communication with diverse clients and stakeholders.

Responsibilities

• Serve as a primary point of contact for sponsors, exhibitors, partners, volunteers, members, and other external stakeholders, providing responsive and professional communication throughout each stage of the client relationship.
• Manage incoming inquiries, requests, and follow-ups from current and prospective partners, sponsors, exhibitors, and volunteers, ensuring questions are addressed and next steps are clearly communicated.
• Coordinate communications, deadlines, and deliverables across multiple clients and initiatives, keeping priorities organized and ensuring outstanding items are followed through to completion.
• Track client needs, project progress, deadlines, and deliverables while proactively communicating updates and addressing potential issues.
• Coordinate sponsor advertisements and support related program initiatives, client deliverables, and operational activities.
• Manage the exhibitor process for conferences, including booth space coordination, invoice collection, floor plan management, and ongoing exhibitor communications.
• Communicate with decorators, general service contractors, and other event vendors to coordinate logistics and ensure expectations and deadlines are met.
• Provide on-site conference support, including exhibit floor management, event coordination, and responding to exhibitor questions and needs.
• Process partner invoices, assist with accounts receivable reconciliation, and maintain accurate financial and client records.
• Maintain organized client information, program documentation, databases, and departmental records.
• Prepare reports, presentations, correspondence, and other materials for internal teams, clients, and external stakeholders.
• Provide administrative support through data entry, document management, copying, sorting, and packing materials.
• Support volunteer recruitment through outreach to professional networks and coordination with program and partnership teams.
• Collaborate with colleagues across departments to align priorities, coordinate initiatives, resolve issues, and maintain a positive client experience.
• Handle confidential client, sponsor, partner, prospect, and financial information appropriately.
• Perform other client communications, coordination, and administrative duties as assigned.

Skills

Communication skills

Organizational skills

Time management

Attention to detail

Customer service

Problem-solving

Collaboration

Microsoft Office

Education

Bachelor's degree in business, communications, marketing, education, nonprofit management, or a related field

Tools

Microsoft Office Suite

Job description

We are seeking an organized, proactive, and client-focused Client Communications Coordinator to manage communications, priorities, and deliverables for a diverse group of clients and external partners at a mission-driven nonprofit organization. This is an excellent opportunity for a recent graduate or early-career professional who enjoys building relationships, coordinating multiple moving pieces, and ensuring clients receive timely communication and support throughout every stage of a process.

In this role, you will serve as a key point of contact for sponsors, exhibitors, partners, volunteers, and other stakeholders, managing inquiries, tracking deadlines, coordinating deliverables, and following up on outstanding items. You will also support conference and event operations, maintain accurate records, and assist with administrative and financial processes. The ideal candidate is an excellent communicator who can balance competing priorities, anticipate client needs, and keep projects moving forward in a fast-paced, collaborative environment.

Responsibilities

• Serve as a primary point of contact for sponsors, exhibitors, partners, volunteers, members, and other external stakeholders, providing responsive and professional communication throughout each stage of the client relationship.
• Manage incoming inquiries, requests, and follow-ups from current and prospective partners, sponsors, exhibitors, and volunteers, ensuring questions are addressed and next steps are clearly communicated.
• Coordinate communications, deadlines, and deliverables across multiple clients and initiatives, keeping priorities organized and ensuring outstanding items are followed through to completion.
• Track client needs, project progress, deadlines, and deliverables while proactively communicating updates and addressing potential issues.
• Coordinate sponsor advertisements and support related program initiatives, client deliverables, and operational activities.
• Manage the exhibitor process for conferences, including booth space coordination, invoice collection, floor plan management, and ongoing exhibitor communications.
• Communicate with decorators, general service contractors, and other event vendors to coordinate logistics and ensure expectations and deadlines are met.
• Provide on-site conference support, including exhibit floor management, event coordination, and responding to exhibitor questions and needs.
• Process partner invoices, assist with accounts receivable reconciliation, and maintain accurate financial and client records.
• Maintain organized client information, program documentation, databases, and departmental records.
• Prepare reports, presentations, correspondence, and other materials for internal teams, clients, and external stakeholders.
• Provide administrative support through data entry, document management, copying, sorting, and packing materials.
• Support volunteer recruitment through outreach to professional networks and coordination with program and partnership teams.
• Collaborate with colleagues across departments to align priorities, coordinate initiatives, resolve issues, and maintain a positive client experience.
• Handle confidential client, sponsor, partner, prospect, and financial information appropriately.
• Perform other client communications, coordination, and administrative duties as assigned.

Qualifications

• Bachelor's degree in business, communications, marketing, education, nonprofit management, or a related field required. Recent college graduates are encouraged to apply.
• Experience in customer service, client relations, account coordination, communications, event coordination, administrative support, sales, partnerships, sponsorships, or a related field preferred.
• Excellent written and verbal communication skills, with the ability to communicate professionally and effectively with a variety of clients and stakeholders.
• Strong organizational and time-management skills, with the ability to manage multiple clients, competing priorities, deadlines, and deliverables simultaneously.
• Exceptional follow-through and attention to detail, with the ability to track outstanding requests, anticipate next steps, and keep projects moving forward.
• Client-focused mindset and commitment to providing responsive, professional service throughout the client relationship.
• Proactive problem-solving skills, including the ability to identify issues, communicate solutions, and follow through on resolutions.
• Ability to work independently, take initiative, and manage responsibilities with minimal oversight.
• Collaborative approach and ability to work effectively with colleagues, external partners, and individuals at all levels.
• Strong data management and recordkeeping skills, with a commitment to maintaining accurate and confidential information.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Comfortable working in a professional office environment and handling occasional physical tasks, including lifting, pushing, or pulling boxes and merchandise weighing up to 50 lbs.