Client Relations Coordinator - Business Dev

Job Description

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.
• Experience in Community Management/HOA is strongly preferred.
• An active CAM License is 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.