Client & Project Coordinator

Client & Project Coordinator

Location: Hopkins, Minnesota (Onsite)
Employment Type: Part-time (approximately 25-30 hrs./week), Monday–Friday, within core business hours. You’ll set a daily schedule, e.g., 9:30–2:30 or 10:00–4:00, that works for you and is consistent.
Industry: Corporate Recognition, Communication & Branding (experience in the branded merchandise and incentive industry a plus)
Experience: 1-3 years in project coordination or administrative support
Compensation: $24-$30, based on experience
Benefits: 8 paid holidays, employee discount

About Hillary’s
Since 1989, Hillary’s has been in the business of experiences, helping organizations make the people who matter feel like they matter. As a certified woman-owned corporate recognition and employee engagement consultancy, we design strategic, systematic recognition programs that strengthen the connection between employees, clients, and the organizations they belong to. Our work spans custom product sourcing, program design, and fulfillment, and it’s all rooted in one belief: intentional recognition isn’t a nice-to-have; it’s a business strategy, and it’s how meaningful experiences get made.

We’re a small but mighty team (our owner plus three part-time team members) working in a fast-paced environment where every detail counts and every project carries meaning. On a team this size, there’s nowhere to hide and no shortage of ownership: your work is visible, it matters, and it directly shapes the experiences our clients remember.

Why This Role Matters
At Hillary’s, every project is someone’s experience: a moment when an employee feels seen, a client feels valued, or a milestone finally gets the recognition it deserves. The Client & Project Coordinator is the person who makes those experiences happen flawlessly, from the first conversation to the final delivery. This isn’t a behind-the-scenes support role; on a team our size, it’s central to everything we deliver. The details you manage are the difference between a program that’s simply completed and one that genuinely moves people.
Position Summary
The Client & Project Coordinator is an integral member of our team, responsible for the hands-on coordination and meticulous management of client projects and marketing initiatives. This role thrives on precision and proactively ensures the smooth execution of every project phase, from initial communication to final delivery. The ideal candidate brings strong organizational skills, the ability to prioritize effectively, and a confident, independent approach to their work.

What You’ll Do

Project Coordination
• Take primary responsibility for general project coordination.
• Communicate clearly with all key stakeholders, including clients, administrative and production managers, and supply partners.
• Implement detailed project workflow plans and milestone tracking to manage projects end-to-end.
• Manage product purchasing and tracking processes.
• Oversee the project shipping system and process.
• Handle administrative tasks related to project implementation and proactively manage unexpected issues.
• Execute turnkey client programs.
Product Research & Proposal Support
• Grow into proposal development and product sourcing over time.

Client Engagement & Office Support
• Field calls from clients and prospects.
• Welcome clients and prospects to the office.
• Pitch in with the team to keep the office running smoothly.

What You Bring

Technical Proficiency
• Comfortable using technology, including Apple computers.
• Proficiency in Microsoft 365 (Word & Excel) and Google Suite.
• Experience with QuickBooks, turnkey program software, Canva, proprietary industry software, and email.
Communication & Interpersonal Skills
• Professional verbal and written communication.
• Comfort with cross-functional communication and phone conversations.

Analytical & Problem-Solving Abilities
• Solid critical thinking and problem-solving skills, including basic math.
• Relentless about seeking answers and resolutions.

How You Work
• Exceptional organization and attention to detail, with the ability to set priorities and manage multiple deadlines efficiently.
• A process-oriented approach to your work.
• You take real ownership of your work and follow through on what you commit to.
• Curiosity and an open mind.

Physical Requirements
• Able to perform physical tasks such as lifting, carrying, and using stairs and ladders.

Room to Grow
On a small team, your role grows as you do. There’s a real opportunity here to expand into proposal development and product sourcing over time, and to take on greater ownership of the programs that matter most to our clients.

To Apply
Please email your resume to hillary@askhillarys.com.
Learn more about us and our approach to employee retention and recognition programs at our website askhillarys.com, and explore our custom products at our website hillarysgifts.com.