Client Operations Coordinator

Role Overview

This position sits at the center of Exxat One’s leadership and account management activity. The Coordinator helps maintain organized systems, keeps timelines moving, and ensures renewals stay on schedule. It is also a role for someone who learns quickly, builds on the basics, and actively looks for additional ways to contribute.

The opportunity is designed as an entry point into SaaS operations and client management, with guidance and mentorship from senior leaders.

Systems and Project Coordination

• Maintain accurate client statuses, contract information, and day-to-day task tracking across Monday.com, Salesforce, and other project management tools.
• Support account managers and leadership by keeping records dependable and task ownership clearly assigned.
• Perform routine system maintenance, including archiving outdated items so tools remain organized and easy to use.
• Manage dashboard upkeep so leadership and account managers can quickly see progress, priorities, and bottlenecks.
• Review existing reports, create new templates, and track timelines along with ownership details.
• Standardize naming conventions, status updates, and workflows so work does not get missed.

Renewal and Accounting Coordination

• Handle the renewal process from start to finish, including preparing documents, sending them to clients, and updating records after signatures are received.
• Maintain the renewal calendar and alert account managers and leadership about upcoming dates before they become urgent.
• Work with accounting on invoicing, contract changes, and reconciliation while keeping internal records accurate.
• Prepare summaries and other supporting material for internal renewal discussions.

Webinar and Event Coordination

• Coordinate all logistics for client and partner webinars, including platform setup, registration, reminders, run-of-show support, and follow-up after the event.
• Review attendance and engagement data to identify trends and questions that may need follow-up.
• Collaborate with marketing and leadership on webinar content timing and promotion schedules.

Team and Administrative Support

• Assist with meeting preparation, including agendas, notes, and follow-up actions.
• Monitor team tickets, remind owners when needed, and identify items that are stalled.
• Format reports and presentations for leadership.
• Provide broader administrative support to the Exxat One leadership team and look for opportunities to contribute beyond assigned tasks.

What the Employer Is Looking For

• A bachelor’s degree in Business, Communications, Accounting, or a similar field; relevant internships are also acceptable.
• Strong focus on accuracy and an organized working style.
• Comfort using CRM and project management platforms such as Salesforce and Monday.com, or similar tools.
• Clear written and verbal communication skills.
• A proactive and curious attitude, with the ability to spot gaps and help solve them.

Why This Role Stands Out

• Join a fast-growing SaaS platform that is helping reshape healthcare education.
• Gain practical experience with CRM systems, renewals, project coordination, and operational workflows from the outset.
• Learn directly from senior leadership in a role intended to expand as you grow.
• Be part of a team that values operational excellence as a core driver of success.
• Follow a built-in growth path: first master the operations, then begin taking on more client-facing responsibilities when ready.