Client Relations Executive

The Client Relations Executive at Pavilion Design Consultant plays a crucial role in managing and nurturing relationships with clients across multiple channels including phone, WhatsApp, social media platforms, and in-person interactions. This position requires excellent communication skills and a professional demeanor to handle client inquiries, understand their requirements, and coordinate effectively with various internal teams such as design, architecture, and construction. The role demands an ability to manage multiple clients and tasks simultaneously while maintaining a high standard of documentation and follow-up. Although this position does not involve team management, it requires collaboration across departments to ensure client satisfaction and seamless project execution. This role is ideal for a detail-oriented individual with 1 to 3 years of experience in client relations or related fields such as customer service, sales coordination, real estate, architecture, or construction. The successful candidate will have proficiency in communication tools and CRM systems, and the capacity to manage client documentation such as quotations, contracts, and payments efficiently. The Client Relations Executive is responsible for converting leads into confirmed projects, maintaining client databases, and preparing reports for management, all while upholding Pavilion Design Consultant's professional image and confidentiality standards.
Responsibilities

• Respond promptly and professionally to client inquiries received via phone, WhatsApp, social media, and face-to-face communication.
• Welcome clients visiting the office and attend to their needs with professionalism and courtesy.
• Understand client requirements thoroughly and coordinate these with the appropriate design or construction teams to ensure project alignment.
• Schedule, manage, and coordinate client meetings and appointments efficiently to maximize time and resource utilization.
• Maintain regular follow-up communications with prospective and existing clients to nurture relationships and advance business opportunities.
• Prepare, coordinate, and manage accurate client documentation including quotations, proposals, contracts, and related paperwork.
• Follow up diligently on quotations and proposals to convert potential leads into confirmed projects.
• Coordinate the contract signing process ensuring clients complete all necessary documentation and compliance requirements.
• Manage payment follow-ups including installments and outstanding amounts, coordinating closely with the accounts team to track payment statuses.
• Maintain and update a detailed database of leads, clients, projects, meetings, and follow-up activities to support accurate reporting and analysis.
• Keep clients regularly informed about the progress of their projects, facilitating timely and clear communication between clients and project teams.
• Handle client concerns professionally and escalate issues to management when appropriate to ensure resolution and client satisfaction.
• Safeguard the professional image of Pavilion Design Consultant through maintaining exceptional client service standards.
• Collaborate fluidly with Business Development, Architecture, Design, and Construction teams to support client requirements and project delivery.
• Prepare comprehensive daily and weekly reports covering client interactions, lead follow-ups, and project status updates for management review.
• Uphold strict confidentiality of client information and company documents, adhering to data protection policies at all times.
• Monitor key performance indicators such as lead response times, conversion rates, client satisfaction, meeting scheduling, quotation follow-ups, payment collections, documentation accuracy, and client retention.
• Contribute to a positive and creative work environment aimed at career growth and professional development within architecture, interior design, real estate, and construction projects.