Job Purpose
The Client Servicing Coordinator is responsible for supporting the Client Servicing team by ensuring smooth coordination between clients, internal departments, vendors, artists, and project teams. This role focuses on project tracking, follow-ups, documentation, showflow coordination, artist coordination, meeting management, and ensuring timely execution of client requirements. The CS Coordinator acts as the operational backbone of the Client Servicing department, helping maintain process efficiency and service excellence.
Roles & Responsibilities1. Client Coordination & Support
- Assist the Client Servicing team in managing client communications.
- Coordinate client meetings and maintain meeting schedules.
- Follow up with clients for approvals, requirements, feedback, and pending information.
- Ensure timely communication between clients and internal teams.
- Maintain records of client interactions and project updates.
- Support the team in delivering a positive client experience.
2. Project Tracking & Coordination
- Track ongoing projects and monitor task progress across departments.
- Ensure timelines and deliverables are met as per project plans.
- Follow up with internal teams on pending tasks and deadlines.
- Highlight delays, risks, and dependencies to reporting managers.
- Maintain project trackers and status reports.
3. Showflow Coordination
- Assist in preparing and updating event showflows, run sheets, and agendas.
- Collect inputs from Client Servicing, Production, Operations, and Project teams.
- Ensure showflow documents are updated and shared with stakeholders.
- Track event schedules and coordinate updates when changes occur.
- Support on-ground showflow execution during events.
4. Artist Coordination
- Coordinate with artists, performers, emcees, and talent managers regarding schedules and requirements.
- Maintain artist trackers, contracts, technical riders, and requirement documents.
- Coordinate artist travel, accommodation, hospitality, and reporting schedules.
- Ensure artist requirements are communicated to relevant teams.
- Support artist management during rehearsals and event execution.
5. Documentation & Reporting
- Prepare and circulate MOMs (Minutes of Meeting).
- Maintain project documentation, client files, and approval records.
- Update CRM systems, trackers, and departmental reports.
- Organize proposals, quotations, contracts, and project-related documents.
- Generate weekly and monthly progress reports.
6. Internal Team Coordination
- Coordinate with Client Servicing, Project, Production, Design, Operations, and Finance teams.
- Ensure smooth flow of information between departments.
- Track inter-departmental dependencies and pending deliverables.
- Support team members in managing project requirements and deadlines.
7. Vendor & Stakeholder Coordination
- Follow up with vendors, venues, artists, and external stakeholders for required information.
- Track vendor deliverables and project commitments.
- Coordinate logistics and operational requirements for events.
- Support stakeholder communication and documentation.
8. Process Compliance & Administration
- Ensure all activities follow company SOPs and servicing processes.
- Maintain data accuracy across trackers and reporting systems.
- Support audit and documentation requirements when needed.
- Ensure confidentiality of client and company information.
- Perform additional tasks assigned by management.
Communication & RelationshipsInternal
- Client Servicing Team
- Project Team
- Production Team
- Design Team
- Operations Team
- Finance Team
- Head of Department
External
- Clients
- Vendors
- Venues
- Artists & Talent Managers
- Agencies
- Service Partners
Knowledge, Training & ExperienceEducation
- Graduate in Business Administration, Event Management, Hospitality, Marketing, or a related field.
Experience
- 1–3 years of experience in Coordination, Client Servicing, Event Management, Operations, Project Coordination, or Administration.
- Freshers with strong organizational and coordination skills may also be considered.
Skills & CompetenciesFunctional Skills
- Project Coordination
- Client Coordination
- Showflow Coordination
- Artist Coordination
- Documentation Management
- Task Tracking & Follow-ups
- Vendor Coordination
- Meeting Management
Technical Skills
- MS Excel, Word & PowerPoint
- Google Workspace
- CRM & Project Tracking Tools
- Documentation & Reporting
Behavioral Skills
- Excellent Organizational Skills
- Strong Follow-up Ability
- Attention to Detail
- Time Management
- Problem-Solving Mindset
- Effective Communication
- Team Collaboration
- Ability to Handle Multiple Priorities
Reporting Structure
Reports To: Senior Client Servicing Executive / Head of Client Servicing
Career Growth Path
Client Servicing Coordinator → Client Servicing Executive → Senior Client Servicing Executive → Client Servicing Manager → Head of Client Servicing
Pay: ₹15,000.00 - ₹25,000.00 per month
Ability to commute/relocate:
- Surat, Gujarat 395007: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Events management: 1 year (Required)
Work Location: In person
