Client Experience Coordinator

Galbreath Costner, LLC; Charlotte (NC); On-site; USD 42,000 - 56,000; Full time

Job summary

Galbreath Costner, LLC is seeking a Client Experience Coordinator to serve as the first point of contact for clients and to maintain a welcoming, professional environment. The role handles administrative tasks, office operations, and closing-day coordination in an in-office setting.

Ideal candidates communicate clearly, stay organized under pressure, and support staff with closing logistics to ensure smooth client interactions and timely transactions.

Qualifications

• Outstanding, friendly, proactive communicator with clients and referral partners.
• Ability to work independently with high volume of closings and maintain accuracy.
• Excellent verbal and written communication; strong organizational skills.

Responsibilities

• Maintain a welcoming reception and client spaces; coordinate daily office activity.
• Answer calls professionally and direct inquiries; support closing teams with logistics.
• Prepare and reset closing rooms; monitor real-time closing progress to protect schedules.
• Handle mail, packages, and office supplies; manage document workflows and SOPs.
• Support post-closing activities and share AI-enabled tooling to improve efficiency.

Skills

Communication

Relationship-building

Organization

Proactiveness

Multitasking

Tools

Office 365

CRM software

Job description

CLIENT EXPERIENCE COORDINATOR

JOB DESCRIPTION

The Client Experience Coordinator is the first point of contact for clients and plays a key role in creating a welcoming, professional, and service‑oriented environment. This position requires strong communication skills, consistent attention to detail, and the ability to manage a variety of administrative, hospitality, and coordination tasks that support the firm’s real estate legal operations.

This is an in‑office position. Regular onsite attendance is an essential function of this role and is required to support client interactions, office operations, and team collaboration. Remote or hybrid work arrangements are not available for this position.

KEY RESPONSIBILITIES

Office Operations

• Maintain a clean, organized, and welcoming reception area, conference rooms, and client spaces.
• Proactively anticipate client needs and offer additional assistance.
  • Answer and direct incoming calls professionally and efficiently using communication technologies.
  • Support the Office Managing Attorney with oversight and coordination of daily office logistics to ensure efficient movement of clients, attorneys, and closing teams throughout the day.
  • Prepare, stage, and reset closing rooms throughout the day to maintain readiness for back-to-back closings and client meetings.
  • Serve as the central coordination point for staff regarding daily office activity, room usage, and space availability.
  • Identify bottlenecks or operational inefficiencies and communicate solutions to management.
  • Maintain awareness of real‑time closing progress and assist in keeping transactions on schedule.
  • Support staff adherence to checklists, timing expectations, and client‑service standards during peak closing periods.
  • Communicate status updates and elevate issues to management when needed to protect workflow and client experience.
  • Complete additional tasks or special projects assigned to support organization and operational needs.
  • Encourage and participate in closing day client celebrations according to the firm’s Closing Day SOP and client experience initiatives.

Administrative Support

• Utilize and become proficient with digital tools, software systems, and document management platforms.
• Handle mail, packages.
• Handle day of closing in‑office file support duties according to the Firm’s Closing Day SOP.
• Monitor office supplies and order as needed according to the supply ordering SOP.
• Monitor office maintenance needs and report to appropriate party.

Post‑Closing Assistance

• Complete file post‑closing according to the firm’s Post‑Closing SOP.
• Assist with routing information, preparing final materials, and updating internal systems as needed.

Professional Growth & Team Engagement

• Demonstrate willingness to learn new digital tools and AI‑enabled applications.
• Contribute positively to firm culture and team collaboration.
• Demonstrate a willingness to learn and grow within the role.

Requirements

• Outstanding, friendly, proactive communicator and relationship builder with clients and referral partners.
• Ability to work independently and proactively with minimal oversight while managing a high volume of closings.
• Possess excellent verbal and written communication skills.
• Demonstrate exceptional organization, attention to detail, accuracy, and follow‑through.
• Ability to multi‑task, take initiative, and handle stressful situations in a time‑sensitive environment.
• Discretion and confidentiality when handling sensitive information.
• Possess excellent interpersonal communication skills and phone etiquette.
• Project a positive, warm, and professional image.
• Extroverted, bubbly personality.
• Consistently Display GC’s Core Values of One Team, Relationship Focused, Extreme Ownership, WOW Factor, Energy, and Adaptability.

Work Environment & Physical Requirements

• Onsite presence is required.
• Ability to move throughout the office, greet clients, and support office operations.
• Ability to sit for long periods of time.
• Ability to stand for long periods of time.
• Ability to lift and stock office supplies.
• Use of office equipment and digital systems is required.

ADDITIONAL INFORMATION

This job description is designed to remain accurate and applicable as workplace technology evolves. Duties may adjust as the firm adopts new digital tools, AI‑enabled applications, and communication technologies.