CLIENT SERVICES SPECIALIST

The Trade Group; Grapevine (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

The Trade Group in Grapevine, TX seeks an experienced Administrative/Account Coordinator to support EMP projects and financial activities, including invoicing, prepayments, and reconciliation. This role collaborates with Sales, Project Management, Accounting, and client teams to ensure accurate communication and timely progress of projects and payments.

Responsibilities include document administration (DocuSign), records maintenance in Business Central, and assisting Account Managers with

Qualifications

• Associate degree or equivalent in business administration, accounting, finance, or related field.
• Experience in administrative support, account coordination, or project support preferred.
• Strong organizational, confidentiality, and written/verbal communication skills.

Responsibilities

• Attend departmental and sales meetings as needed.
• Learn TTG’s standard products, services, culture, and procedures.
• Perform administrative and system maintenance duties as needed.
• Demonstrate strong customer service, conflict resolution, communication, attention to detail, and urgency in day-to-day responsibilities.
• Responsibilities are assigned based on business needs and workload balancing.
• Support client communications, respond to inquiries, and address service gaps with follow-up.
• Administer DocuSign agreements, including preparation, routing, and status monitoring.
• Distribute and monitor prepayment invoices and provide weekly status updates.
• Support Account Managers with daily administrative and project tasks.
• Assist with customer communication and documentation as needed.
• Maintain accurate records in Business Central and other internal systems.
• Assist with invoice reconciliation, reviewing quotes vs actual charges.
• Track project details, timelines, and customer requests.
• Ensure internal processes are followed and information is entered correctly.
• Coordinate with Account Management, Project Management, Sales, Accounting, and other teams.
• Other duties as assigned.

Skills

Administrative support

Account coordination

Customer service

Communication skills

Education

Associate degree in business administration

Tools

Business Central

Job description

This position is responsible for supporting the administrative, operational, and financial activities associated with EMP projects, including, project, customer, and billing information within internal systems; supporting timely kickoff, agreement, prepayment, invoicing, accounts receivable, and invoice reconciliation activities; reviewing quote-to-actual project costs and documenting variances; and working closely with Sales, Account Management, Project Management, Accounting, Inventory Control, client accounting teams, and customers to ensure accurate communication, exceptional customer service, and the timely progression of projects and payment milestones.

ESSENTIAL FUNCTIONS:

• Attend departmental and sales meetings as needed.
• Learn TTG’s standard products, services, culture, and procedures.
• Perform administrative and system maintenance duties as needed.
• Demonstrate strong customer service, conflict resolution, communication, attention to detail, and a practical sense of urgency in day-to-day responsibilities.
• Responsibilities are assigned based on business needs, workload balancing, and individual expertise to ensure efficient support across accounts and projects.
• Support client communications, respond to inquiries, and help address service gaps through clear follow-up and post-event review support.
• Administer DocuSign agreements, including preparation, routing, follow-up, and status monitoring through completion.
• Distribute, monitor, follow-up, and status monitoring through completion up on prepayment invoices, tied to the Docusign process, in coordination with the appropriate internal stakeholders. Provide weekly status updates.
• Support Account Managers with day-to-day administrative and project-related tasks.
• Assist with customer communication, follow-up, and documentation as needed.
• Help maintain accurate records in Business Central and other internal systems.
• Support Account Managers with invoice reconciliation, including reviewing quote versus actual charges, identifying discrepancies, and gathering notes or backup documentation.
• Assist with tracking project details, timelines, customer requests, and required updates.
• Help ensure internal processes are followed and information is entered accurately before work progresses.
• Coordinate with Account Management, Project Management, Sales, Accounting, and other internal teams as needed.
• Other duties as assigned.

REQUIRED EDUCATION AND EXPERIENCE:

• Associate’s degree in business administration, Accounting, Finance, or a related field, or equivalent combination of education and/or experience.
• Minimum of 2 years of experience in administrative, account coordination, customer service, project support, or related role.
• Experience reviewing financial transactions, reconciling discrepancies, and supporting quote vs actual cost analysis preferred.
• Strong administrative, organizational, and communication skills, with the ability to maintain confidentiality and exercise sound judgment.
• Ability to work accurately and efficiently in a deadline-driven environment.
• Proficiency with computer systems and the ability to learn new software applications.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Professional, collaborative, and customer-focused approach to working with employees, clients, and business partners.
• Strong attention to detail, initiative, problem-solving skills, and the ability to manage multiple priorities.