Client Care Coordinator

Vintti is a specialized staffing agency that believes diversity is the catalyst for innovation. We connect US-based SMBs, startups, and firms with exceptional talent from Latin America, fostering a rich tapestry of cultural perspectives within American businesses. Our unique position allows us to handpick professionals who not only possess the required skills but also bring fresh ideas and global insights to the table. Vintti's services go beyond filling positions; we enrich company cultures and expand business horizons on an international scale.

A Client Care Coordinator plays a critical role in ensuring exceptional service and support to clients, acting as the main point of contact for inquiries and concerns. This position involves managing client communication, scheduling appointments, and coordinating with various departments to resolve issues efficiently. By fostering positive relationships and maintaining detailed records, the Client Care Coordinator helps enhance client satisfaction and loyalty, contributing to the overall success and reputation of the company. Effective communication, problem-solving abilities, and organizational skills are essential for thriving in this customer-centric role.

- Bachelor's degree in a relevant field or equivalent experience
- Proven experience in a client care, customer service, or administrative role
- Exceptional verbal and written communication skills
- Strong organizational and multitasking abilities
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM software
- Ability to manage and resolve conflicts with empathy and efficiency
- Strong attention to detail and accuracy in data entry and record-keeping
- Ability to work independently and as part of a team
- Excellent time management skills and ability to prioritize tasks
- Demonstrated problem-solving skills and ability to handle complex client issues
- Experience in scheduling and coordinating appointments
- Familiarity with onboarding processes and client relationship management
- Ability to maintain confidentiality and handle sensitive information
- Flexibility and adaptability to changing client needs and industry trends
- Strong analytical skills for data analysis and report generation
- Positive attitude and professional demeanor
- Commitment to continuous learning and improvement in client care practices
- Previous experience in training and mentoring team members is a plus

- Answer incoming calls and respond to client inquiries
- Schedule and confirm appointments with clients
- Maintain and update client records and databases
- Coordinate and communicate client care plans with internal teams
- Follow up with clients to ensure satisfaction and address concerns
- Process client service requests and escalate complex issues
- Send appointment reminders and follow-up communications
- Prepare and distribute client care documentation and materials
- Assist clients with onboarding processes
- Monitor and manage the client care email inbox
- Conduct regular check-ins with clients to assess service delivery
- Update and manage client care protocols and procedures
- Collaborate with marketing teams to support client engagement
- Attend team meetings and provide updates on client care activities
- Train and support new client care team members
- Analyze client care data and generate reports for management
- Stay informed about industry trends and best practices in client care
- Manage client complaints and resolve conflicts efficiently

The ideal candidate for the Client Care Coordinator role is a highly empathetic and client-focused professional with a Bachelor's degree in a relevant field or equivalent experience. They possess a proven track record in client care, customer service, or administrative roles, demonstrating exceptional verbal and written communication skills, strong organizational and multitasking abilities, and proficiency in Microsoft Office Suite and CRM software. This individual excels in managing and resolving conflicts with empathy and efficiency, displaying strong attention to detail, accuracy in data entry, and the capability to work independently or as part of a team. They effectively manage their time, prioritize tasks, and exhibit demonstrated problem-solving skills to handle complex client issues. Experienced in scheduling appointments and familiar with onboarding processes, they are adept at maintaining confidentiality and handling sensitive information. Adaptable to changing client needs and industry trends, the ideal candidate has strong analytical skills for data analysis and report generation, a positive attitude, and a professional demeanor. They are committed to continuous learning and improvement, bringing previous experience in training and mentoring team members as a bonus. Personal attributes include high professionalism, strong active listening skills, dependability, resourcefulness, stress management, and the ability to work under pressure. Their client interactions are marked by patience, strong interpersonal skills, and a collaborative spirit. Tech-savvy and quick to adapt to new tools, the ideal candidate is meticulous, motivated by a commitment to service excellence, and demonstrates integrity and ethical behavior in handling confidential information.

- Answer incoming calls and respond to client inquiries promptly and professionally
- Schedule and confirm appointments with clients
- Maintain and update client records and databases with accurate information
- Coordinate and communicate client care plans with internal teams and service providers
- Follow up with clients to ensure satisfaction and address any concerns or issues
- Process client service requests and escalate complex issues to appropriate team members
- Send appointment reminders and follow-up communications via email, phone, or SMS
- Prepare and distribute client care documentation and materials
- Assist clients with onboarding processes and provide necessary guidance and support
- Monitor and manage the client care email inbox, ensuring timely responses
- Conduct regular check-ins with clients to assess service delivery and gather feedback
- Update and manage client care protocols and standard operating procedures
- Collaborate with marketing teams to support client engagement initiatives and campaigns
- Attend team meetings and provide updates on client care activities and outcomes
- Train and support new client care team members as needed
- Analyze client care data and generate reports for management review
- Stay informed about industry trends and best practices in client care to continuously improve service quality
- Manage client complaints and resolve conflicts with empathy and efficiency.

- Empathetic and client-focused approach
- High level of professionalism and courtesy
- Adaptability to varied client needs and scenarios
- Strong active listening skills
- Dependable and reliable teamwork abilities
- Resourcefulness in problem solving
- Ability to manage stress and work under pressure
- Eagerness to take initiative and proactive in completing tasks
- High level of patience and understanding
- Strong interpersonal skills for client interactions
- Analytical mindset with a focus on continuous improvement
- Meticulousness and attention to detail
- Tech-savvy with a quick adaptation to new tools
- Positive attitude and resilient mindset
- High motivation and commitment to service excellence
- Collaborative spirit and willingness to learn
- Demonstrated integrity and ethical behavior in handling confidential information

- Competitive salary range
- Comprehensive health, dental, and vision insurance
- 401(k) retirement plan with company match
- Generous paid time off (PTO) and holiday schedule
- Flexible work hours and remote work options
- Employee wellness programs
- Professional development and training opportunities
- Tuition reimbursement for relevant courses
- Career advancement opportunities within the company
- Paid parental leave
- Employee assistance program (EAP)
- Company-sponsored events and team-building activities
- Discounts on company products and services
- Collaborative and inclusive work environment
- Recognition and reward programs for outstanding performance