Client Engagement Associate in San Jose, California at Interior Office Solutions

Job Description

This role is direct support of the Client Engagement Manager (CEM) and Managing Director (MD) and showroom operations. The position focuses on assisting with customer experience activities, showroom coordination, and administrative and operational support for Sales.

Reports to: Managing Director (MD)

Level: Entry-Level Position, Hourly

Key Responsibilities

Customer Experience Center Operations

• Oversee the organization, cleanliness, and overall appearance of the Customer Experience Center.

• Maintain inventory and order kitchen, office, janitorial, and printing supplies.

• Manage the storage room and ensure efficient use of space.

• Coordinate with the Property Manager and janitorial teams for repairs and facility needs.

• Facilitate internal communication, including distributing information and scheduling presentations.

Reception & Guest Services

• Receive and transfer incoming calls for the Customer Experience Center and other locations as needed.

• Relay urgent messages and assist in locating employees when necessary.

• Greet guests, offer refreshments, and direct them to meeting spaces.

• Prepare conference rooms for meetings, including arranging catering, snacks, and printed materials.

• Manage employee parking cards and coordinate guest parking.

Mail, Shipping & Receiving

• Process daily mail, including sending, receiving, and distributing invoices, checks, correspondence, and samples.

• Use FedEx and UPS online systems to prepare and ship packages.

• Occasionally receive and process shipments of small furniture items for the Customer Experience Center.

Executive & Administrative Support

• Provide high-level administrative support to the Managing Director and client engagement managers.

• Manage calendars, schedule appointments, and coordinate meetings, events, and travel arrangements.

• Review, prioritize, and respond to incoming emails, handle phone calls and messages on behalf of leadership.

• Prepare, edit, and distribute correspondence, agendas, presentations, and administrative documents.

• Maintain and update sales files, records, and documentation in NetSuite and SharePoint.

• Delivering samples to clients or influencers

• Assist with data entry and information management in NetSuite CRM.

• Act as a liaison between leadership, employees, and clients, ensuring timely communication and follow through.

• Support client engagement activities by responding to inquiries, returning calls, and assisting with opportunities as needed.

• Serve on the Culture Committee, helping plan and execute internal events within budget.

• Updating vendor contacts and discounting information per market in NetSuite.

Qualifications and Skills:

• Excellent communication and customer service skills

• Outgoing, interpersonal skills

• Strong work ethic

• Bachelor’s Degree preferred