About the Job:
The Client Relations Specialist will provide essential administrative support to the Director. Key responsibilities include managing the director’s calendar, handling communications, conducting research, and assisting with client relations initiatives. The ideal candidate will be highly organized, with strong communication skills, the ability to prioritize tasks effectively, and a proactive approach to problem solving. This role also involves collaborating with internal teams and external vendors to ensure smooth operations and enhance client satisfaction.
What You'll Do:
Administrative Support:
- Writing, editing, and drafting emails, documents, and other communications on behalf of the Director.
- Managing the Director’s calendar, including scheduling appointments, coordinating meetings, and prioritizing urgent matters.
- Maintaining comprehensive and accurate records, ensuring all information is properly documented and accessible.
- Entering large volumes of data into various platforms used by the company, ensuring accuracy and timely updates.
Client Relations Support:
- Supporting the Director with various client relations projects and administrative tasks to meet client needs.
- Researching information about potential clients and organizing client-specific notes to assist with client satisfaction initiatives.
- Contributing to efforts that improve client satisfaction.
Communication & Coordination:
- Answering and making phone calls in a polite, professional manner.
- Communicating with third-party vendors and coordinating with the client relations team to ensure orders are placed and fulfilled correctly.
- Effectively communicating and collaborating with other departments within the company to work on various projects.
- Exercising independent judgment and initiative, particularly for time-sensitive tasks or assignments.
Operational & Order Support
- Assist with entering new client orders into internal systems
- Support user account setup and maintenance for client access
- Review incoming authorization forms for completeness and accuracy before processing.
Dispatch Support
- Assist with monitoring and responding to dispatch-related communications during peak periods
- Help track and manage dispatch requests to ensure timely follow-through.
What You'll Bring:
- Proficient in MS Office suite
- Experience with CRM, HubSpot or project management software is a plus.
- Extremely strong organizational and analytical skills, and ability to multi-task.