Client Relations Coordinator - Business Dev

RIZZETTA & COMPANY INC•Riverview, FL

5d•$50,000 - $55,000•Onsite

About The Position

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.

Requirements

Minimum of 3 years of progressively responsible experience in operations, client services, association management, or related professional services.
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.

Nice To Haves

Prior experience with HOAs, CDDs, or similar governance structures strongly preferred.

Responsibilities

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.
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.
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.
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.