Client Success Coordinator

Client Success Coordinator

Are you passionate about helping people thrive through meaningful work at a mission-driven company, while leveraging your organizational and CRM skills?

We’re looking for a Client Success Coordinator to help us grow! If you’re a seasoned independent contractor ready to help a dynamic team of passionate individuals as we scale, we want to hear from you. 

Who We Are:

We are Vista Caballo, a human and leadership development center transforming the people who are transforming the planet. We are a fast-paced company. Intensity is part of our definition of fun. Responsiveness is one of our core standards of excellence. We love what we do, including being available to our clients, so we need you to be available alongside us. We are a member of 1% for the Planet and a Certified B Corporation. We have been recognized as “Best for the World” many times over. We are assembling a dedicated team of virtual independent contractors to support our expanding operations and ensure our clients receive the highest level of service and support.

If you're a lifelong learner with expertise in customer service, scheduling, CRM management, and communication—and want to make a positive impact—please contact us.

Your role:

The CRC will manage HubSpot, oversee our digital platform, and coordinate both short- and long-term client learning journeys. This includes creating schedules, monitoring progress, managing calendar invites, and maintaining communication with clients to address any issues, and generally keeping all stakeholders informed. If you’re passionate about helping others and have a proven track record in customer service, we’d love to talk. This role requires close collaboration with Journey Masters, Project Managers, Executive Assistants, Designers, Developers, and the CEO to deliver a world-class experience for our clients. You will be an integral part of the Vista Caballo team and report directly to the co-founder and CEO. 

Some of your main responsibilities:

• Manage the full client journey, from lead capture and onboarding to scheduling their Vista Caballo learning journey (proprietary platform). 
• Ensure smooth transitions across all stages, tracking progress and supporting follow-ups to advance leads.
• Administer client schedules using HubSpot’s calendar and Zoom integrations, resolving any scheduling conflicts
• Maintain clear communication with team members and clients, acting as the main point of contact and providing timely updates on schedules, progress, and adjustments
• Provide exceptional client support by addressing inquiries, resolving issues, and maintaining positive relationships
• Manage multiple projects and clients, monitoring project progress and proactively resolving issues to keep everything on track
• Schedule and attend meetings as needed to keep projects and clients on trackRequired Skills:

• CRM Management: Proficiency with HubSpot, including data management, pipeline tracking, and workflow automation
• Time Management and Multitasking: Strong ability to prioritize and manage multiple tasks effectively
• Attention to Detail: Commitment to accuracy in scheduling and managing complex tasks
• Communication: Excellent verbal and written communication skills to convey detailed information clearly and succinctly. 
• Planning & Coordination: Ability to plan and coordinate schedules in line with program requirements
• Reliability: Not only meeting deadlines, but being able to respond quickly to changing priorities
• Forecasting: Ability to anticipate needs and proactively plan for future scheduling requirements

Position Details/Requirements:

• Contractor Status: 1099 contractor position (Seeking a long-term, part-time contract, not full-time)
• Compensation: $25/hr
• Experience: Minimum of 3 years in related experience as an independent contractor
• CRM Proficiency: Admin-level experience with HubSpot; experience with sales pipeline management (e.g., using HubSpot to track and nurture leads)
• Tech Requirements: Own a computer, office space, and reliable internet connection
• Work Hours: Approximately 10-20 hours per month, with potential for more as we scale. Must be available 9am-6pm MT, Monday to Friday, with quick response times.
• Sales & Business Development: Executive Scheduling: Experience scheduling meetings for and with C-Suite Executives while managing multiple clients
• Software Proficiency: Familiarity with Google Workspace, Google Drive, Trello, Confluence, Toggl, Zoom, Microsoft Office. Willingness to learn new systems independently.
• Language: Professional-level fluency in English
• Core Skills: Ability to work in a fast-paced, dynamic environment; experience scheduling meetings for and with C-Suite Executives and managing multiple clients simultaneously; strong organizational skills, attention to detail, and excellent communication and interpersonal skills
• Passion: Genuine interest in leadership development and helping others grow
• Proven Success: Demonstrated success with positive testimonials or case studies from other clients

To Apply:

We want to hear from you if you are a dedicated and experienced professional looking to work with and support a vibrant organization and make a lasting impact! Please contact Lisa Arie at lisa@vistacaballo.com. Email your resume, confirmation that you have the skills required, contact information, 3-5 professional references, and your time zone.