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.
