Client Relations Coordinator - Business Dev
14 days ago
Riverview
Job Description Position Summary The Client Relations Coordinator plays a vital role in managing the full lifecycle of client relationships at Rizzetta & Company, Inc. This position encompasses client onboarding, auditing, administrative oversight, and offboarding. Additionally, this role includes a supervisory function for a small administrative workgroup. The ideal candidate is highly organized, detail-oriented, and adept at collaborating across departments. A commitment to exceptional service and the ability to manage complex administrative functions for HOA and CDD clients across multiple systems is essential. Essential Functions Strategic Client Onboarding & Transition Management • Lead the onboarding process for new clients, serving as the primary liaison with Boards of Directors, developers, and prior management companies., • Determine documentation requirements, assess data gaps, and develop solutions for obtaining missing or incomplete records., • Apply judgment in verifying accuracy and completeness of records, ensuring compliance with company standards and legal obligations., • Direct setup of communities in internal platforms (Vantaca, WelcomeLink), assign system permissions, and structure data repositories to optimize operational workflows., • Manage user access for internal systems (Vantaca, Stan AI, etc.)., • Update Master Client List, assign postal/client codes, and distribute updated responsibilities. Operational Oversight & Compliance Auditing • Ensure timely filing and accessibility of governing documents, policies, insurance certificates, and board meeting records., • Analyze audit results, identify deficiencies, and recommend corrective actions to management teams., • Interpret and apply statutory requirements for HOAs/CDDs when managing record retention, public records requests, and operational compliance. Administrative Policy & Process Leadership • Draft, implement, and communicate internal policies and process improvements that enhance company-wide operational standards., • Serve as the corporate BBB complaint administrator, exercising discretion in drafting responses and determining appropriate resolution strategies., • Visit regional offices annually to assist with file organization and staff training. Cross-Departmental Leadership • Supervise Mailroom Staff and Corporate Receptionist, including monthly data analyzation., • Coordinate updates to Vantaca owner contact information., • Provide administrative backup for homeowner requests within Vantaca and other industry specific software including (but not limited to): Web Inquiries, General Inquiries/Questions, Voicemails, After Hours Calls, Portal Registrations, Faxes, etc., • Coordinate storage, distribution, and inventory of centralized community access devices., • Provide administrative backup for twice-daily check printing jobs. Education & Experience Requirements • Minimum of 3 years of progressively responsible experience in operations, client services, association management, or related professional services., • Prior experience with HOAs, CDDs, or similar governance structures strongly preferred. Required Skills • Proven ability to make independent decisions that affect business operations and client outcomes., • Strong analytical and organizational skills, with expertise in project management and multi-system data integration., • Exceptional communication skills, capable of influencing stakeholders and facilitating cross-departmental initiatives., • Proficiency in Microsoft Office Suite, SharePoint, OneDrive, and community management platforms such as Vantaca., • Ability to supervise others, lead a team, and communicate organizational initiatives. Supervisory Responsibilities Supervise Mailroom Staff and Corporate Receptionist Work Environment • Primarily office-based with periodic travel to company offices. Physical Demands • Must be able to lift to 25 lbs. in connection with document handling and office support duties.