Client Service Coordinator

Client Services Coordinator *Companies:* ArborActive& Kroh n Kutz *Position:* Client Services Coordinator *Employment Type:* Full-Time *Reports To:* Management *Primary Function:* Client Service, Sales Support, Scheduling & Administration Position Overview ArborActive and Krohn Kutz are seeking a highly organized, responsive, and personable *Client Services Coordinator* to serve as a central point of contact between our customers, sales team, and field operations. This position plays an important role in creating an excellent customer experience while ensuring that leads, proposals, appointments, invoices, and customer communications move efficiently through both companies. The Client Services Coordinator will answer incoming calls and inquiries, schedule sales appointments, maintain customer and lead information, follow up on outstanding proposals, assist with scheduling approved work, manage invoicing and payment follow-up, and provide ongoing communication to customers. Established systems, processes, and SOPs will guide the position. The successful candidate will be responsible for consistently executing these processes, maintaining accurate records, and ensuring that customers and internal team members receive timely follow-up. Key ResponsibilitiesCustomer Communication * Serve as a primary point of contact for customers of ArborActive and Krohn Kutz. * Answer incoming phone calls and respond to customer inquiries professionally and promptly. * Gather information from prospective customers and determine the appropriate next step based on established procedures. * Respond to routine customer questions and direct technical or project-specific questions to the appropriate team member. * Maintain professional, friendly, and consistent communication throughout the customer experience. * Follow up with customers after services when required. * Document important customer communications and next steps within company systems. Lead Intake & Sales Scheduling * Process new leads from phone calls, website inquiries, referrals, existing customers, and other sources. * Collect required customer, property, and project information. * Enter and maintain accurate lead and customer information in the CRM. * Schedule sales consultations and site visits with the appropriate arborist or salesperson. * Coordinate appointments using company scheduling procedures and sales calendars. * Confirm appointments and communicate scheduling changes with customers. * Help ensure that new leads receive timely responses and do not fall through the cracks. Proposal & Sales Follow-Up * Track outstanding proposals and estimates. * Conduct scheduled follow-up with customers who have received proposals. * Answer basic questions regarding proposals and coordinate follow-up from the salesperson when technical or pricing questions arise. * Record customer responses and update proposal status within the CRM. * Create tasks and reminders for sales staff when additional action is required. * Help maintain consistent follow-up with prospective customers from initial inquiry through approval or loss. * Support management in tracking proposal activity and sales pipeline status. Job Scheduling & Customer Coordination * Assist with scheduling approved work according to established company procedures. * Coordinate scheduling communications between customers, management, sales staff, and field operations. * Contact customers to schedule or confirm service dates. * Communicate delays, rescheduling, and other routine schedule changes. * Verify that required customer information and documentation are available before scheduled work. * Help ensure customers understand what to expect before their scheduled service. Invoicing & Accounts Receivable Support * Prepare and send customer invoices following completion of work. * Verify that completed work is properly documented before invoicing. * Monitor outstanding invoices and accounts receivable. * Send routine payment reminders and follow up on overdue invoices according to company procedures. * Process or document customer payments as appropriate. * Identify billing discrepancies and coordinate resolution with management. * Maintain accurate records of invoice and payment status. CRM & Administrative Support * Maintain accurate customer, lead, proposal, job, and communication records. * Create and manage tasks for sales and management staff. * Keep customer records organized and current. * Assist with routine administrative tasks related to customer service and operations. * Follow established workflows, SOPs, and communication standards. * Identify recurring issues or breakdowns in established processes and communicate them to management. Systems & Technology The Client Services Coordinator will regularly work with company technology including: * *SingleOps* — CRM, customer records, proposals, scheduling, invoicing, and job management * *Google Calendar* — salesperson and company calendar coordination * *Calendly* — sales appointment scheduling * *Dialpad* — phone calls, messaging, and customer communication * *Google Workspace* — email, documents, spreadsheets, and shared company resources Experience with these specific platforms is helpful but not required. Candidates should be comfortable learning and working across multiple software systems throughout the day. QualificationsRequired * Strong verbal and written communication skills * Professional and friendly phone presence * Excellent organization and attention to detail * Ability to manage multiple customer conversations, appointments, and administrative tasks simultaneously * Strong follow-through and ability to complete tasks without constant supervision * Comfort working with CRM, scheduling, email, and cloud-based software * Ability to follow established procedures and maintain accurate records * Ability to communicate effectively with customers, salespeople, managers, and field staff * Sound judgment regarding when an issue can be handled independently and when it should be escalated Preferred * Previous experience in customer service, office administration, scheduling, sales support, or service coordination * Experience working for a service-based or field-service company * Experience with CRM or field-service management software * Experience with invoicing or accounts receivable * Experience supporting sales professionals * Familiarity with arboriculture, landscaping, home services, construction, or another field-service industry Industry experience is helpful but not required. Training will be provided regarding ArborActive and Krohn Kutz services and internal processes. What Success Looks Like Success in this position means customers receive *fast, professional, and consistent communication* and internal team members can rely on the Client Services Coordinator to keep administrative and customer-facing processes moving. A successful Client Services Coordinator will: * Ensure incoming calls and leads receive timely responses. * Keep sales calendars organized and appropriately scheduled. * Maintain accurate and complete customer records. * Consistently follow up on outstanding proposals. * Reduce the administrative workload placed on salespeople and managers. * Ensure completed work is invoiced promptly. * Consistently follow up on outstanding payments. * Keep customers informed throughout the sales and scheduling process. * Prevent leads, customer requests, proposals, invoices, and internal tasks from being overlooked. * Provide a consistent customer experience across both ArborActive and Krohn Kutz. Ideal Candidate The ideal candidate is someone who genuinely enjoys *keeping things organized and moving forward*. They are comfortable spending a significant portion of the day communicating with customers by phone, email, and text. They are personable and helpful while also being comfortable asking customers for decisions, following up on proposals, collecting outstanding payments, and keeping conversations focused on the next step. This person does not need to be an arborist or technical expert. Their strength is understanding the customer, knowing where that customer is in the process, and making sure the appropriate next action happens. Above all, we are looking for someone who is *organized, dependable, communicative, detail-oriented, and exceptionally good at follow-through.* Pay: From $25.00 per hour Application Question(s): * Describe your experience in a similar role and why you are interesting in working with ArborActive and Krohn Kutz. Work Location: In person