New

Project Coordinator (Client Engagement)

Vaco
$30.00 / hr
401(k), retirement plan
United States, California, San Diego
Aug 21, 2025
Project Coordinator (Client Engagement) Key Responsibilities * Lead end-to-end client communication strategy across pre-event, live event, and post-event phases for large-scale programs and training experiences. * Serve as a cross-functional liaison between Sales, Marketing, and Client Experience teams to ensure communication strategies align with conversion goals, brand voice, and the overall customer journey. * Own project management workflows in Asana, coordinating deliverables across copywriting, design, translation, and tech support teams to ensure on-time, high-quality execution. * Build and optimize multi-channel engagement campaigns (email, SMS, robodial) with strategic send timing and audience segmentation to drive scheduling, attendance, and long-term retention. * Develop onboarding and nurture journeys for multi-program clients, including onboarding, nurture sequences, and pre-event communications. * Translate executive vision into operational strategy, applying insights from testing, client behavior, and event trends to iterate and improve campaign effectiveness. * Lead portal, confirmation page, and Frequently Asked Questions (FAQ) updates to ensure clear, user-friendly client touchpoints across each event and communication milestone. * Mentor team members and improve internal workflows, supporting process documentation, team training, and ownership development through effective 1:1s and collaboration. * Manage multilingual communications, overseeing accurate and on-brand messaging in English and Spanish in partnership with international translation teams. * Track, analyze, and report on campaign performance, using dashboards and tracking tools to surface actionable insights and support data-informed decision-making. * Coordinate all forms of post-fulfillment communication with clients after purchasing event tickets, ensuring timely and accurate delivery of essential information and instructions. * Collaborate with internal teams, including sales, marketing, and IT, to gather necessary information and assets for various post-fulfillment communication materials. * Oversee the scheduling, content creation, and distribution of communication materials, ensuring consistent and accurate information is provided to clients. * Respond promptly and effectively to internal inquiries and concerns related to post-fulfillment processes, providing accurate information, troubleshooting where possible, and escalating complex issues as needed. * Maintain accurate records and data related to post-fulfillment communication processes, client interactions, and relevant metrics. Produce regular reports to monitor performance and identify areas for improvement. * Continuously evaluate existing communication processes and systems to identify opportunities for improvement, streamline workflows, and enhance the client experience. Requirements * Previous experience in project coordination, operations, or customer support is preferred. * Experience with Salesforce required * Strong organizational skills, attention to detail, and the ability to multitask and prioritize effectively in a fast-paced environment. * Proficiency in data management, reporting, and analysis to track performance and make data-driven recommendations. * Experience with project management tools (e.g., Asana) and multi-channel communication platforms. * Excellent written and verbal communication skills in English (Spanish a plus). * Ability to work collaboratively in a cross-functional team environment and communicate effectively with internal stakeholders. * Strong data analytics and reporting skills. * Resourcefulness and proactive problem-solving abilities. * Client-centric mindset and commitment to delivering exceptional service. * High reliability, dependability, and attention to detail. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.