Client Experience Specialist | Onsite Office Concierge

Galbreath Costner, LLC; Asheville (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Galbreath Costner, LLC is seeking a Client Experience Coordinator to serve as the first point of contact for clients in Asheville, NC. The role emphasizes a welcoming, professional, and service‑oriented environment, with in‑office attendance required and no remote options.

The coordinator will manage front-desk duties, support daily closing logistics, assist with post‑closing tasks, and contribute to team culture while growing in digital tools and AI‑enabled applications.

Qualifications

• 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

Responsibilities

• 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
• 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
• 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.
• 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.

Skills

Outstanding communication

Client relationship

Organizational skills

Multi-tasking

Discretion & confidentiality

Proactive / initiative

Phone etiquette

Job description

Galbreath Costner, LLC is seeking a Client Experience Coordinator to serve as the first point of contact for clients in Asheville, NC. The role emphasizes a welcoming, professional, and service‑oriented environment, with in‑office attendance required and no remote options.

The coordinator will manage front-desk duties, support daily closing logistics, assist with post‑closing tasks, and contribute to team culture while growing in digital tools and AI‑enabled applications.