work with Urban Oasis
POSITION FOR Austin, TX (ON-SITE)
Client Experience & Operations Coordinator
At Urban Oasis, we design and build high-end outdoor spaces for homeowners who expect a premium experience—from the first conversation to the final walkthrough. Our clients value quality, communication, and a seamless process. Our projects move fast, our standards are high, and our brand is built on clean execution and attention to detail. As we grow, we’re looking for someone who can own the flow of leads, clients, and communication—ensuring every interaction reflects the level of excellence we deliver in our work.
The Role
This is not a typical customer service or receptionist role. You will be the first impression of Urban Oasis and the central point of communication as projects move forward. From the moment a lead comes in to the final stages of a project, you’ll ensure:
Fast, professional communication
Organized workflows
A seamless and elevated client experience
If you thrive in a fast-paced environment, take pride in staying organized, and enjoy creating exceptional experiences—you’ll fit right in.
What You’ll Be Responsible For
1. Lead Response & Intake (Speed-to-Lead)
Call and text every new lead from:Paid Media campaigns, Referral channels, and Website inquiries
Respond quickly (minutes, not hours)
Qualify leads and gather key project detailsSchedule consultations for the sales/design team
2. Client Experience Management (Post-Sale)
Manage communication from: Signed deal → project kickoff → completion
Keep clients informed, confident, and engaged throughout the process
Ensure every interaction feels polished, professional, and effortless
3. Project & Communication Coordination
Track project milestones, selections, and required client touchpoints
Follow up with clients to keep decisions and timelines moving
Coordinate between: Sales, Design, Production teams
Ensure alignment across all stakeholders
4. CRM & Operations Management
Maintain clean, accurate data in CRM and project management systems
Track all leads, communications, and project updates
Ensure zero opportunities or details fall through the cracks
5. Follow-Ups & Pipeline Control
Follow up consistently with: New leads, Unresponsive prospects, Active clients awaiting decisions
Keep momentum across the entire pipeline
6. Front Office & Communication Hub
Answer inbound calls and messages professionally
Route communication internally when needed
Act as the communication backbone of the company
7. Problem Prevention & Execution
Catch small issues before they become big problems
Stay ahead of delays, miscommunication, or gaps
Take ownership of keeping everything moving smoothly
Must-Haves
Highly organized and detail-oriented (nothing slips through the cracks)
Fast, responsive, and comfortable in a high-paced environment
Strong communicator (clear, polished, confident)
Comfortable speaking with high-end clients
Tech-savvy (CRM systems, spreadsheets, messaging tools)
Proactive—you don’t wait to be told what to do
Strong sense of ownership and accountability
Nice-to-Haves
Experience in:
Landscaping, construction, real estate, or home services
Customer service, coordination, or operations roles
Lead qualification or inside sales
Bilingual (English/Spanish is a plus)
What Success Looks Like
Every lead is contacted quickly and professionally
High appointment booking rate
Clients feel informed, confident, and taken care of
CRM and project data are always clean and reliable
Projects move forward smoothly with minimal friction.
What It’s Like to Work With Us
Fast-paced, high-growth environment
Clear systems and high standards
Strong, performance-driven team culture
Opportunity to grow into:
Operations Project Management
Leadership roles
We value people who show up, execute, and take ownership.
Our clients are busy professionals with high expectations. They value efficiency, communication, and a seamless experience—and that starts with you.
You are not just supporting the business—you are shaping the client experience and directly impacting how we grow.
APPLY NOW
work with Urban Oasis
- Effective Communication
- Sustainability
- Clear Processes
- Team Expertise