XTN-042C924 | CLIENT SUCCESS / OUTREACH COORDINATOR

The Client Success/Outreach Coordinator acts as the communication and administrative backbone of the business. You will handle email follow-ups, prepare proposals, track leads, and ensure all client interactions are professional, prompt, and well organized.

This is a non–phone call role (email/messaging only), ideal for someone who enjoys structured processes, client communication, catering/event coordination, and supporting a fast-growing service business.

• Health Insurance/HMO
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

Client Communication & Outreach

• Respond promptly to client inquiries via email using templates, structured prompts, or AI-generated drafts.
• Follow up with warm leads based on predefined timelines and workflows.
• Qualify inquiries by gathering event details (date, guest count, type of event, menu needs, budget).
• Maintain a professional, friendly, and accurate communication style on behalf of Pinx Catering.

Proposal, Menu & Documentation Support

• Prepare proposals, estimates, invoices, and menu bundles using TPP and provided templates.
• Review AI-generated proposals before sending them to ensure accuracy and alignment with client preferences.
• Support RFP submissions (corporate/government) by organizing documents, attachments, and requirements.
• Update event calendars and ensure all client files and communications are well documented.

Lead Management & Admin

• Track all incoming leads, active proposals, and follow-up stages in Monday.com (CRM).
• Keep records organized for catering and bar services, including add-on bundles and cross-selling opportunities.
• Assist with internal workflow improvements, SOP updates, and email/template creation.
• Prepare simple weekly reports on pipelines, responses, and proposal status.

Marketing & Internal Operations Support

• Assist with light outreach tasks (e.g., email list building, Apollo campaigns—training provided).
• Support social content coordination for catering packages or special promotions.
• Collaborate on process enhancements, automation setups, and AI agent improvements.

• 1 – 2 years of experience in Admin Support, Outreach and Client coordination role
• Excellent written English communication (professional and client-facing).
• Highly organized, structured, and detail oriented.
• Experience in hospitality, catering, events, or client coordination strongly preferred.
• Comfortable managing client communication strictly via email/messaging.
• Proactive and reliable—able to manage multiple follow-ups and deadlines with minimal supervision.
• Familiarity with CRMs such as HoneyBook, HubSpot, Monday.com (training available).
• Bonus: Experience with catering tools like Total Party Planner (TPP) or proposal systems.
• Strong Google Workspace skills (Docs, Sheets, Calendar).

• familiarity with TPP or Monday.com a plus