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About the Role

The Client Services Coordinator supports the Ophthalmic Society & Global Relations team by coordinating and administering programs and operations for managed society and SF Match clients. This role serves as a primary point of contact, provides responsive service, processes applications, maintains databases, supports enrollment and registration, and assists with program and event logistics.

Responsibilities

• Manage assigned client programs and projects.
• Support new projects and workflow improvements.
• Complete and maintain required client documentation.
• Maintain website content and report inconsistencies.
• Produce e-blast layouts and distributions.
• Create, extract, and produce data or spreadsheet reports.
• Contact clients for follow-up information and relay relevant information.
• Support customers and members by email, phone, and in person.
• Serve as the primary and initial point of contact for inquiries.
• Liaise between internal teams, managers, and staff.
• Identify process improvement opportunities and communicate findings.
• Coordinate and assist with multiple databases, including data entry, updates, payments, registration, dues, products, record updates, and data-cleanup procedures.
• Maintain accurate database records and coordinate information changes.
• Manage product and meeting builds.
• Recommend strategies for improved processes and procedures.
• Support accounting-related tasks, including processing and closing batches.
• Manage renewal and enrollment processes for client programs.
• Produce meeting, membership, financial, and product inventory reports.
• Coordinate membership projects and committee activities.
• Coordinate and oversee membership application processes.
• Coordinate logistics such as shipments, materials, and scheduling for assigned client meetings, interviews, or program events.
• Coordinate and process registrations for meetings, interviews, or program events.
• Assist with pre-event, onsite or virtual, and post-event management and operations.
• Support program planning activities, including agendas, participants, and materials.
• Coordinate exhibitors or vendors, including marketing, floor plans or logistics, registration, and onsite needs.
• Manage onsite or virtual registration and check-in activities.
• Prepare meeting minutes or summaries.
• Support processes for abstracts, grants, awards, or application/interview review committees.
• Coordinate program planning committee activities, including participants, scheduling, materials, logistics, and reports.

Requirements

• Strong administrative and customer service experience.
• Professional verbal and written communication skills.
• Ability to work effectively with leadership, staff, member volunteers, applicants, customers, and external partners.
• Experience with database maintenance and record keeping.
• Experience with report preparation.
• Experience with data accuracy.
• Experience with project coordination.
• Ability to manage a high volume of detailed work.
• Ability to protect confidential client and match-related information.
• Proficiency with Microsoft Office Suite and Adobe Acrobat Professional.
• Experience creating reports in Excel.
• Experience working with database or CRM platforms such as Personify or Salesforce is valuable.
• Experience with website maintenance, electronic surveys, listservs, or e-blasts is beneficial.
• Previous experience with nonprofit membership associations, the meeting industry, academic medicine, residency recruitment, or other public-facing service environments is preferred.
• Ability to work a San Francisco hybrid schedule (40-60% in office).
• Ability to travel to 2-5 out-of-state meetings per year, including weekend travel; trips generally range from 3 to 8 days.

Skills

• Customer service
• Communication (verbal and written)
• Database maintenance
• Record keeping
• Report preparation
• Data accuracy
• Project coordination
• Microsoft Office Suite
• Adobe Acrobat Professional
• Excel reporting
• Database platforms (Personify, Salesforce)
• Website maintenance
• Electronic surveys
• Listservs
• E-blasts

Location

• San Francisco

Work Type

• Hybrid

Education Level

• Bachelor's degree preferred, or two years of equivalent experience.

Salary/Compensations

• $83,404 annually