Client Operations Coordinator

Job Description

Job Description

In accordance with established policies and procedures, the Client Operations Coordinator is responsible for executing a variety of deadline-sensitive operational processes, client service activities, and administrative functions that support the Shared Services department and the organization.

This position provides centralized operational support across multiple programs and business functions by ensuring recurring processes, departmental requests, communications, and client service activities are completed accurately, efficiently, and within established service levels. The Client Operations Coordinator works collaboratively across departments, maintains accurate records and reporting, and contributes to the consistent delivery and continuous improvement of Shared Services operations.

Position Responsibilities:

• Execute a variety of high-volume, deadline-sensitive operational processes and recurring Shared Services functions in accordance with established policies, procedures, and service standards.
• Provide operational support to the Director of Operations, Shared Services, and assist with departmental priorities, recurring activities, and special projects.
• Support a variety of Shared Services programs and processing functions, which may include client communications, eVoting, DocuFile, mailing and distribution services, shared mailboxes, and other centralized operational support functions.
• Monitor and manage departmental mailboxes, work queues, and incoming requests to ensure timely routing, processing, follow-up, and completion.
• Prepare, process, compile, maintain, and distribute operational documents, reports, client-facing materials, communications, correspondence, books, packets, and other materials as assigned.
• Coordinate meeting, communication, and administrative support requests, including scheduling, technology setup, distribution of materials, and related logistical support.
• Coordinate recurring client and organizational communications and maintain related distribution records, metrics, statistics, and reporting.
• Maintain accurate departmental records, process documentation, tracking tools, and operational files in accordance with established standards.
• Provide supplemental administrative and operational support to communities and other departments based on business needs, workload demands, and organizational priorities.
• Collaborate with internal departments and stakeholders to ensure operational requests and services are completed accurately and within established deadlines.
• Identify process inefficiencies, recurring issues, and opportunities for improvement and recommend solutions that enhance operational consistency, efficiency, and service delivery.
• Provide cross-functional and backup support for other Shared Services responsibilities as business needs require.
• Perform other duties and special projects as assigned.

Knowledge Skills and Abilities:

• Strong attention to detail, accuracy, and quality.
• Excellent organization and time management skills with the ability to manage multiple priorities and deadlines.
• Ability to work effectively in a fast-paced, high-volume environment while following established policies and procedures.
• Strong written and verbal communication, proofreading, and interpersonal skills.
• Strong internal and external customer service and collaboration skills.
• Sound judgment, discretion, and ability to maintain confidentiality.
• Self-motivated and proactive with strong follow-through and problem-solving skills.
• Proficient in Microsoft Office Suite with the ability to quickly learn new systems and technology.
• Adaptable to changing priorities, processes, and business needs.
• Continuous improvement mindset with a strong commitment to teamwork, company values, and organizational goals.

Minimum Requirements:

• High school diploma or equivalent.
• Previous experience in administrative support, operations, shared services, customer service, or a related function.
• Demonstrated ability to manage multiple priorities and complete deadline-sensitive work accurately.
• Strong computer and internet proficiency with the ability to learn new systems and applications.

Physical Demands & Work Environment:

• Ability to perform work in an office environment, including prolonged periods of working at a computer and utilizing standard office equipment.
• Ability to perform the essential functions of the position with or without reasonable accommodation.