Customer Experience Coordinator

Career Team; Dallas, Plano (TX, TX); On-site; USD 62,000 - 72,000; Full time

Job summary

Career Team in North Central Texas is seeking a Customer Experience Coordinator to serve as the primary contact for complaints and program inquiries, ensuring timely, policy-compliant resolutions and exceptional service.

You will coordinate investigations, document findings, and train staff on complaint management, collaborating with centers and partners to improve the customer experience across Workforce Solutions.

Qualifications

• Bachelor's degree or comparable experience.
• Excellent interpersonal, time management, customer service, and communication skills.
• Knowledge of WIOA and Choices/SNAP programs and other workforce requirements.

Responsibilities

• Receive, track, investigate, and resolve customer complaints and escalated service issues.
• Serve as the initial contact for inquiries regarding workforce programs, eligibility, services, and policies.
• Inform customers of their rights to file a program complaint and informal resolution timelines.
• Accept and manage complaints through in-person, online, mail, and fax channels.
• Review complaints for required documentation and timeliness requirements.
• Coordinate informal complaint resolution activities and meetings with staff or supervisors.
• Conduct investigations and research applicable regulations (WIOA, Texas rules).
• Prepare findings and correspondence with clear resolution actions.
• Monitor adherence to timelines and issue decisions within policy deadlines.
• Maintain complete records of complaints and communications.
• Ensure accessibility for individuals with disabilities and LEP.

Skills

Active listening

Customer service

Communication

Time management

Confidentiality

Education

Bachelor's degree or comparable experience

Tools

MS Office

Job description

Career Team is a leading workforce development organization on a mission to transform lives. We blend cutting-edge technology with compassionate, high-touch services to drive real, measurable outcomes in the lives of job seekers across the country. At Career Team, we’re solving today’s unemployment challenges with smart software, world-class trainers, dedicated case managers, dynamic job developers, and innovative partners. If you're passionate about making a difference and believe in the power of technology to transform lives, you’ll feel right at home here.

Job title:Customer Experience Coordinator

Reports To: Operations Manager for Centers

Location: North Central Texas

Employment Type: Full-Time, Non-Exempt Employee

The Customer Experience Coordinator serves as the primary point of contact for customer concerns, complaints, and program inquiries related to Workforce Solutions for North Central Texas (WSNCT) programs and services, including Workforce programs. This position ensures timely, accurate, and policy-compliant resolution of customer issues while delivering exceptional customer service. The Coordinator administers complaint resolution processes, facilitates informal resolution efforts, conducts complaint reviews, interprets workforce program policies and procedures, and collaborates with internal teams and workforce service providers/partners to improve the overall customer experience.

Key Responsibilities

• Receive, track, investigate, and resolve customer complaints, concerns, and escalated service issues involving Workforce Solutions programs.
• Serve as the initial contact for customer inquiries regarding workforce programs, eligibility requirements, services, and policies.
• Ensure customers are informed of their right to file a program complaint, the opportunity for informal resolution, and applicable complaint resolution timelines.
• Accept and manage complaints submitted through authorized channels, including in-person, online, mail, and facsimile submissions.
• Review complaints to ensure required documentation is obtained, including complainant information, supporting facts, and timeliness requirements.
• Coordinate and facilitate informal complaint resolution activities, which may include meetings with staff or supervisors, case reviews, interviews, conference calls, and written explanations of applicable regulations and policies.
• Conduct complaint investigations and research applicable federal, state, local, and program-specific regulations, including WIOA and Texas Workforce Commission requirements.
• Prepare written findings, determinations, and correspondence that provide clear direction regarding complaint outcomes and resolution actions.
• Monitor and support adherence to complaint resolution timelines, including the requirement to issue decisions within established policy deadlines.
• Maintain complete and accurate records of complaints, investigations, actions taken, resolutions, and customer communications.
• Ensure all complaint and inquiry processes are accessible and effectively communicated to individuals with disabilities and those with Limited English Proficiency (LEP).
• Collaborate with Workforce Center staff, service providers, contractors, and board staff to facilitate prompt and equitable resolution of customer concerns.
• Assist designated adjudicators and leadership by gathering information, documenting actions taken, and maintaining complaint records while ensuring impartiality and avoiding conflicts of interest in complaint reviews.
• Analyze complaint and inquiry trends to identify recurring issues, service gaps, compliance concerns, and opportunities for continuous improvement.
• Develop and maintain customer service procedures, complaint tracking systems, standard operating procedures, and training materials.
• Prepare reports and dashboards summarizing complaint activity, resolution outcomes, customer satisfaction data, and customer experience metrics.
• Provide technical assistance and customer service training, guidance to staff regarding complaint management procedures, customer service standards, and policy interpretation.
• Promote a customer-focused culture that advances trust, inclusion, accountability, and continuous improvement across Workforce Solutions services.
• Collaborate with the Marketing Specialist to track, monitor, and report customer and employer satisfaction survey reports and 90% customer satisfaction rating is present across all centers.
• Participate in all staff-related events as required, including but not limited to training, staff meetings, and individual supervision.
• Complete all required reports.
• Approach each day and task with a “ZAG” mindset.
• Other duties as assigned by your immediate supervisor, which are consistent with the responsibilities of your position and the evolving needs of the business.

Preferred Additional Responsibility

• Serve as the Board's designated Customer Experience and Complaint Resolution Coordinator, providing oversight of complaint management processes and ensuring compliance with Workforce Innovation and Opportunity Act (WIOA), Texas Administrative Code Chapter 823, Texas Workforce Commission guidance, and Workforce Solutions for North Central Texas policies.

Qualifications

• Bachelors degree required or comparable experience
• Ability to listen to customers, analyze expressed needs, and use good judgment in suggesting solutions or next steps
• Ability to work in a variety of settings with culturally diverse customer base with the ability to be culturally sensitive
• Must be computer literate and have MS Applications (Word, Excel, and Outlook) skills at minimum, and the ability to learn specialized databases and software systems
• Ability to meet and/or exceed set goals and objectives
• Excellent interpersonal, time management, customer service, organizational skills, and communication skills, both oral and written required
• Knowledgeable about the WIOA and Choices/SNAP programs and other workforce program requirements
• A demonstrated ability to thrive in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient in maintaining a high level of confidentiality
• Must adhere to the principles of Extreme Customer Service with all interactions with internal and external customers
• Excellent verbal and written communication skills
• A Valid Driver’s License

Salary range: $62,000-$72,000 based on experience

Travel: 25% within and outside the designated worksite

About Career Team:Founded in 1996, Career Team, LLC is a private workforce development organization.

Career Team’s outstanding record of accelerating the human conditionhas resulted in numerous honors:

• Named by Inc. Magazine as one of America's 500 fastest growing privately held companies
• Recipient of the US Chamber of Commerce Blue Chip Enterprise Award for innovation
• Featured by 60 Minutes, CNN, Money Magazine, Inc. Magazine and the British Broadcasting Network as an innovative, government funded solutions program
• Invited to the White House after being cited by the National Welfare-to-Work Partnership and National Alliance of Business as a top 10 US training provider

As a socially conscious organization, Career Team has found a healthy balance between for-profit innovation and community enrichment. Looking ahead, the organization will continue to close the nation’s opportunity divide with additional government-funded workforce sites; while also building staff capacity of workforce funding sources and industry providers. See www.careerteam.comfor more information.

Career Team is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

Background Check Requirements. Employment is contingent upon successful completion of a background check (including criminal, prior employment and education verification). Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for the position.