Company: Optimist Brand Design LLP

Department: Client Servicing

Employment Type: Full-Time

Reporting To: Client Relationship Manager

Role Purpose The Client Relationship Associate will act as the coordination bridge between Optimist’s clients and internal creative teams. The role is responsible for understanding client requirements, documenting briefs, coordinating deliverables, tracking approvals and ensuring clear, timely and professional communication throughout the project lifecycle.

This position requires strong communication, practical coordination, ownership and the ability to manage multiple clients without losing clarity or timelines.

Key Responsibilities

1. Client Communication

Serve as the day-to-day communication point for assigned clients.

Understand client requirements, priorities, expectations and deadlines.

Communicate project progress, submission timelines and pending requirements clearly.

Maintain a professional, responsive and solution-oriented approach.

Ensure that clients receive timely acknowledgement and updates.

2. Brief Documentation

Convert client discussions into clear and actionable internal briefs.

Capture the objective, target audience, communication requirements, deliverables, references and deadlines.

Confirm important instructions with the client before execution.

Maintain written records of changes, feedback and approvals.

Avoid passing incomplete or verbal-only instructions to the execution team.

3. Internal Team Coordination

Coordinate with content writers, graphic designers, video editors, web developers, digital marketing teams and external vendors.

Explain client requirements and provide the necessary references and materials.

Set clear internal timelines based on the final delivery commitment.

Follow up regularly without waiting until the submission deadline.

Escalate delays, missing information or execution concerns at the appropriate time.

4. Project and Timeline Management

Maintain updated client-wise task sheets and delivery trackers.

Track projects from briefing and execution to approval and final delivery.

Monitor daily, weekly and monthly deliverables.

Identify possible delays in advance and communicate revised timelines after internal confirmation.

Ensure that committed work is delivered without unnecessary follow-ups from the client.

5. Feedback and Approval Management

Collect clear and consolidated feedback from clients.

Separate corrections, revisions and new requirements before sharing them internally.

Ensure that feedback is communicated accurately to avoid repeated revisions.

Obtain written approval for important content, designs, scripts, videos,



campaigns and technical communication.

Maintain a record of approved and final deliverables.

6. Meeting Coordination

Schedule online and offline client meetings when required.

Prepare discussion points and collect relevant project updates beforehand.

Record Minutes of Meeting with responsibilities, deadlines and next actions.

Share the MoM with the client and internal team within the within agreed timeline.

Follow up on every action point until closure.

7. Quality and Submission Checks

Review deliverables before sending them to clients.

Check spelling, grammar, client name, contact details, brand guidelines, formats and basic visual consistency.

Confirm that the submission matches the approved brief.

Ensure that only final and correctly named files are shared.

Coordinate corrections immediately if any error is identified.

8. Relationship Development

Understand each client’s business, products, audience and communication style.

Build trust through consistency, transparency and timely communication.

Identify additional requirements or service opportunities and share them with the Business Development team.

Handle concerns calmly and escalate sensitive matters appropriately.

Conduct regular client check-ins instead of communicating only during submissions or problems.

9. Documentation and Reporting

Maintain organised records of briefs, quotations, approvals, feedback, deliverables and important conversations.

Prepare weekly client status reports.

Highlight completed work, work in progress, pending approvals, upcoming deadlines and possible risks.

Support the accounts team with client confirmations, invoices and payment follow-ups when required.

Maintain confidentiality regarding client information and internal processes.

Daily Responsibilities

Review priorities and pending tasks for all assigned clients.

Respond to client communication within the defined response timeline.

Follow up with internal teams on ongoing deliverables.

Update task and approval trackers.

Check submissions before client delivery.

Escalate urgent concerns without delay.

Weekly Responsibilities

Prepare and share client-wise project status reports.

Review the upcoming week’s deliverables with internal teams.





Follow up on pending client feedback and approvals.

Identify delayed tasks and prepare corrective action.

Conduct scheduled client review calls wherever required.

Key Performance Indicators

Performance will be measured based on:

Timely completion of committed client deliverables.

Accuracy and completeness of briefs.

Response time for client communication.

Reduction in delays caused by missed follow-ups.

Accuracy of feedback shared with internal teams.

Maintenance of updated task, approval and communication records.

Client satisfaction and relationship continuity.

Quality and punctuality of weekly status reports.

Ability to manage multiple clients and priorities effectively.

Proactive identification and resolution of execution concerns.

Required Skills

Strong written and verbal communication skills.

Professional command of English; proficiency in Hindi and Marathi will be an advantage.

Valuable coordination, follow-up and interpersonal skills.

Ability to understand creative and marketing requirements.

Strong attention to detail and documentation.

Practical understanding of timelines and priorities.

Ability to handle feedback and difficult conversations professionally.

Working knowledge of Google Workspace, Microsoft Office and task-management tools.

Basic understanding of branding, social media, design, websites, digital marketing and video production.

Qualifications and Experience

Bachelor’s degree in Marketing, Communications, Business Administration, Media or a related field.

Min. 1 years of experience in client servicing, account coordination, advertising, branding, digital marketing or a creative agency will be preferred.

Fresh candidates with strong communication, coordination and documentation skills may also be considered.

Preferred Candidate Profile

We are looking for someone who:

Takes ownership instead of merely forwarding messages.

Communicates clearly without creating confusion.

Understands the importance of timelines and commitments.

Remains composed during urgent requirements or revisions.

Can respectfully follow up with both clients and internal teams.

Is organised, dependable, curious and willing to understand every client’s business.

Believes that strong client relationships are built through clarity, consistency and reliable execution.

Important Role Clarification

This is not merely a message-forwarding or client-follow-up position. The Client Relationship Associate is expected to understand the requirement, document it correctly, coordinate its execution, monitor timelines, review the submission and ensure proper closure.

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📌 Client Relationship Associate (Pune)
🏢 Optimist Brand Design
📍 Pune