About CS Design Studios And Swarm Pest Control Marketing
CS Design Studios and Swarm Pest Control Marketing are Tucson-based marketing organizations focused on helping businesses grow through strategic digital marketing, website development, advertising, content, and ongoing client support. Our teams work closely across Client Success, Sales, Marketing, Development, and Operations to create organized, responsive, and results-focused experiences for the businesses we serve. We value professionalism, communication, accountability, collaboration, and continuous improvement, and we are building a team of people who take pride in keeping clients supported and work moving forward.
Position Overview
The Client Success Coordinator – Client Administration is responsible for maintaining administrative momentum throughout the client journey.
This position serves as an important connection point between prospective clients, current clients, Sales, Client Success, Accounting, Marketing, Development, and Operations.
The role does not manage client accounts, close sales, perform accounting, or manage departmental employees. Instead, this position coordinates the administrative work that allows each of those functions to operate successfully.
Key ResponsibilitiesFront Office & Communication
- Provide professional front-office coverage during assigned business hours.
- Answer incoming phone calls and appropriately route calls, messages, and client requests.
- Welcome and assist clients, vendors, and visitors.
- Respond to routine administrative questions or connect the client with the appropriate team member.
- Maintain professional, friendly, and timely communication.
Sales & Lead Coordination
- Maintain administrative visibility into the active sales pipeline.
- Ensure new leads and opportunities are properly documented in the CRM.
- Review lead and opportunity statuses for accuracy.
- Identify leads awaiting follow-up, scheduling, or additional information.
- Identify stalled opportunities or missed follow-ups.
- Coordinate sales appointments and follow-up meetings.
- Follow up internally when completed sales meetings have not been properly documented.
- Support a smooth administrative handoff from Sales to Client Success after a client signs.
The Coordinator supports the sales process but does not own the sales relationship, negotiate pricing, or close business independently.
Contracts, Payments & Administrative Triggers
Maintain visibility into the administrative progression of new clients and projects:
Agreement → Invoice → Payment → Internal Trigger → Scheduling/Kickoff → Active Work
Responsibilities include:
- Coordinate contracts and administrative documentation.
- Confirm signed agreements are received and properly documented.
- Monitor required deposits and project payments.
- Identify signed contracts that have not progressed to the appropriate next step.
- Identify invoices that must be paid before work can continue.
- Follow up internally or with clients as appropriate regarding required payments.
- Identify payments that have been received but have not triggered the appropriate internal action.
- Notify the appropriate team when administrative prerequisites have been completed.
- Help prevent client work from becoming delayed because an administrative or financial trigger was missed.
Client Onboarding & Administrative Readiness
- Coordinate kickoff scheduling.
- Confirm appropriate attendees.
- Manage calendar invitations and meeting logistics.
- Confirm required onboarding information has been received.
- Ensure administrative prerequisites are completed before work begins.
- Support internal and external kickoff preparation.
- Maintain onboarding checklists and administrative records.
- Coordinate administrative handoffs.
- Help ensure a smooth transition from prospect to active client.
Accounts Receivable Support
- Assist Accounting with routine review of outstanding Accounts Receivable.
- Identify invoices requiring additional follow-up.
- Professionally contact clients regarding outstanding invoices when appropriate.
- Document collection follow-up and communication.
- Communicate payment updates internally.
- Identify projects or services that may be unable to proceed because required payment has not been received.
- Maintain professional and positive communication throughout the collection process.
- Escalate unresolved balances or sensitive client situations to the Client Success Manager or appropriate leadership.
The Coordinator supports A/R follow-up but does not negotiate payment arrangements, change contractual terms, authorize concessions, or maintain the company's official accounting records.
Scheduling & Meeting Coordination
- Maintain visibility into upcoming sales, client, kickoff, and follow-up meetings.
- Coordinate calendars and meeting invitations.
- Identify meetings or follow-ups that still need to be scheduled.
- Confirm appropriate attendees and meeting information.
- Help ensure teams are administratively prepared for meetings.
- Ensure attendees receive the information necessary to participate.
- Follow up on administrative action items after meetings.
- Confirm appropriate CRM or administrative records are updated when meetings occur.
Administrative Communication Follow-Through
Regularly identify:
- Clients awaiting responses.
- Sales opportunities awaiting action.
- Internal requests awaiting follow-up.
- Scheduling requests.
- Pending approvals.
- Missing documentation.
- Administrative prerequisites.
- Requests that need to be routed to another department.
- Commitments that have not yet been completed.
The objective is not simply to monitor communication.
The objective is to make sure important commitments continue moving.
Role Boundaries
Clear ownership is important at CS Design Studios and Swarm Pest Control Marketing
The Client Success Coordinator – Client Administration coordinates administrative work but does not replace Sales, Accounting, Client Success leadership, Operations, Project Management, or departmental managers.
The Coordinator does not:
- Manage departmental employees.
- Assign departmental production work.
- Change contractual commitments.
- Negotiate pricing or business terms.
- Authorize discounts.
- Close sales independently.
- Maintain official Accounting records.
- Resolve significant client disputes independently.
- Override departmental priorities.
- Make financial or strategic commitments on behalf of the company.
The Coordinator communicates, organizes, documents, reminds, follows up, facilitates, and escalates when appropriate.
What Success Looks Like
Success in this position means:
- Clients and prospects receive timely responses.
- The sales pipeline remains accurate and current.
- Leads do not quietly stall.
- Sales follow-up occurs consistently.
- Meetings and follow-ups are scheduled appropriately.
- Contracts and payments progress without unnecessary delays.
- Payments reliably trigger the appropriate next operational step.
- Kickoffs begin organized and prepared.
- Shared inboxes remain current.
- Accounts Receivable follow-up is consistent and professional.
- Administrative records are accurate.
- Internal handoffs are smooth.
- Recurring expenses remain visible and appropriately reviewed.
- Administrative bottlenecks are identified and improved.
- Fewer tasks fall through the cracks.
- Administrative work rarely becomes the reason a client, project, or opportunity stops moving.
Ideal Candidate
You may be a strong fit for this role if you are:
- Highly organized and detail-oriented.
- Naturally proactive.
- Comfortable following up repeatedly when something needs attention.
- Professional and confident communicating by phone and email.
- Friendly and comfortable interacting with clients, prospects, vendors, and visitors.
- Comfortable professionally following up regarding outstanding invoices.
- Able to manage many small responsibilities without losing track of them.
- Comfortable learning CRM, project-management, communication, and administrative systems.
- Able to recognize what you can handle independently and what needs escalation.
- Interested in improving processes rather than simply following inefficient ones.
- Comfortable working with several departments and personalities.
- Reliable and consistent.
- Able to maintain professionalism when conversations are uncomfortable.
- Financially conscious and attentive to unnecessary spending.
- Someone who notices when something has been sitting too long.
Schedule & Work Environment
This is a full-time, in-person position based in our Tucson office.
The expected schedule is approximately 40 hours per week, Monday through Friday.
This position is designed for someone who enjoys working directly with a team and being a central coordination point within a busy office environment.
Regular and dependable attendance is an essential part of the role.
Benefits
Eligible employees may participate in company benefits following the applicable 90-day introductory/waiting period, subject to the terms and eligibility requirements of each benefit plan.
Additional details regarding available benefits will be provided during the hiring process.
The Person We're Looking For
We are not looking for someone who simply waits for a task list.
We are looking for someone who naturally asks:
Who is waiting?
What has not been followed up on?
What needs to happen next?
What is preventing this from moving forward?
What could fall through the cracks if I don't catch it?
The right person will help create an organization where clients receive timely communication, sales opportunities continue progressing, teams have the information they need, payments trigger the right next steps, commitments keep moving, and administrative details rarely become bottlenecks.
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
