Client Project Coordinator (Contractor)

Job Title: Client Project Coordinator (Contractor)

Location: Remote USA, Preferred locations include Bay Area, CA, Austin, TX, and secondary locations are Chicago, IL, Atlanta, GA, Boston, MA, New York City, Denver, CO and Seattle, WA

About the Company

Wheel is evolving the traditional care ecosystem by equipping the nation's most innovative companies with a premier platform to deliver high-quality virtual care at scale. We offer proven strategies and cutting-edge technologies to foster consumer engagement, build brand loyalty, and maximize return on investment. Wheel solutions include configurable virtual care programs, an intuitive consumer interface, and access to a nationwide network of board-certified clinicians. Discover how Wheel is transforming the future of healthcare by visiting www.wheel.com.

About the Role

As a Client Project Coordinator, you will own the full operational and coordination layer of enterprise account management: meeting preparation, internal follow-up, cross-functional escalation, and meticulous documentation. You will work across Salesforce, Jira, Zendesk, Confluence, Monday.com, and Google Workspace daily. This role is ideal for someone who thrives in a fast-paced environment, communicates proactively, and takes genuine pride in making internal stakeholders and clients feel supported at every touchpoint.

This is a high-visibility, high-impact contract role embedded directly with our VP of Customer Success. You will serve as the operational backbone supporting our largest and most strategic enterprise client relationships - ensuring the VP and Account Managers are prepared, informed, and free to focus on building trust with clients and driving strategic outcomes. You should be deeply curious about using AI, automation, and scrappy workflows to automate yourself out of repetitive tasks so you can focus on higher-judgment, people-facing work.

What You’ll Do

• Enterprise Meeting & Client Preparation:

  • Build comprehensive pre-meeting briefing documents for every enterprise client call, including account history, open items, health indicators, recent activity, and talking points

  • Prepare and distribute agendas, capture detailed meeting notes, and produce action item summaries with clear owners and due dates

  • Maintain and update shared client project trackers (Monday.com, Google Suite) before and after every client interaction so records are always current and accurate

• Internal Coordination & Cross-Functional Follow-Up

  • Own the full follow-up loop on open Jira tickets tied to client requests—tracking status, surfacing blockers, escalating stalled items, and communicating ETAs back to the VP/AM.

  • Triage and route inbound client requests from Zendesk and email to the correct internal teams (Product, Engineering, Support, Billing), confirming receipt and tracking to resolution

  • Chase outstanding internal deliverables proactively, ensuring commitments made to enterprise clients are fulfilled on time

  • Serve as the connective tissue between the VP/AM and internal stakeholders, reducing friction and keeping initiatives moving

• CRM & Data Hygiene

  • Maintain accurate, up-to-date records in Salesforce for all enterprise accounts: contact information, activity logs, opportunity stages, and renewal timelines

  • Log all client interactions, internal handoffs, and resolutions to ensure a complete and auditable account history

  • Generate standard CS reports and dashboards from Salesforce, Looker, and Monday.com to support weekly reviews and leadership updates

  • Flag data gaps or inconsistencies in account records and drive cleanup efforts across the team's book of business

• Documentation & Process Development

  • Document all coordination workflows, follow-up cadences, meeting prep routines, and recurring task patterns in a structured, reusable format in Confluence

  • Build and maintain an operational playbook for the CS team that captures how strategic accounts are managed day-to-day

  • Identify patterns in recurring tasks and proactively flag opportunities for process improvement, templating, or automation

Who You Are

• 2–4 years of experience in a client associate, customer success coordinator, project coordinator, account management support, or executive support role

• Hands-on experience with Salesforce

• Proficiency with CRM, project and task management tools, and wiki-knowledge based tools for document capture: Monday.com, Jira, Salesforce, Confluence, Google Workspace, or equivalent

• Exceptionally organized with the ability to manage multiple high-priority workstreams simultaneously

• Proactive, clear communicator—written and verbal—who surfaces the right information at the right time without being asked

• Comfortable operating independently in a fast-paced environment and making sound judgment calls with limited hand-holding

Additional Core Competencies:

• Prior experience supporting a senior leader in a client-facing B2B environment (Customer Success, Account Management, Consulting, or Professional Services)

• Familiarity with enterprise client dynamics—understanding of stakeholder mapping, executive relationships, and renewal cycles

• Experience writing SOPs, process documentation, or runbooks

• Interest in AI and process automation—curiosity about how operational work today becomes the foundation for intelligent systems tomorrow

Compensation

Pay Range: $37-$53 per hour.

Wheel is committed to equal employment opportunities for all team members. Every decision we make regarding employment is solely based on merit, competence, and performance. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills.

Research shows that underrepresented groups typically apply only if they meet 100% of the criteria listed. At Wheel, we encourage women, people of color, and LGBTQ+ job seekers to apply for positions even if they don’t check every box for the role.