Virtual Client Coordinator

Vintti is revolutionizing remote staffing by prioritizing time zone alignment. We connect US-based SMBs, startups, and firms with Latin American professionals who work synchronously with US schedules. This approach ensures that businesses can maintain their usual workflows, conduct real-time meetings, and collaborate effectively without the typical challenges of working across disparate time zones.

A Virtual Client Coordinator is a pivotal role focused on enhancing client relationships and ensuring seamless interaction between clients and the company’s services. This position involves managing client communications, scheduling appointments, and providing timely and efficient support through various digital channels. The Virtual Client Coordinator is responsible for maintaining client records, addressing inquiries, and proactively identifying solutions to meet client needs. This role requires excellent organizational skills, attention to detail, and the ability to work independently to foster a positive client experience, ultimately contributing to the company’s success and client satisfaction.

- Bachelor's degree in Business Administration, Communication, or a related field
- Minimum of 2 years experience in client coordination or customer service roles
- Excellent verbal and written communication skills
- Proficiency with CRM software and client database management
- Strong organizational and time-management abilities
- Ability to multitask and manage multiple priorities simultaneously
- Experience with social media management and engagement
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Familiarity with virtual meeting tools (Zoom, Microsoft Teams, Google Meet)
- Strong problem-solving skills and attention to detail
- Ability to handle sensitive and confidential information with discretion
- High degree of professionalism and customer-centric attitude
- Strong teamwork and collaboration skills
- Demonstrated ability to work independently and remotely
- Strong analytical skills with the ability to generate and interpret client data reports
- Experience coordinating with multiple departments to meet client needs
- Ability to prepare professional presentations and client communication materials
- Flexibility to adapt to changing client needs and organizational goals
- Knowledge of industry standards and best practices in client services
- Ability to manage and facilitate virtual events and webinars

- Respond to client inquiries via email, phone, or chat promptly and professionally
- Schedule and confirm client appointments and meetings
- Maintain and update client databases and records accurately
- Coordinate with different departments to ensure client needs are met
- Prepare and distribute client communication materials such as newsletters, updates, and reports
- Manage social media accounts and engage with clients through various platforms
- Assist in resolving client issues and complaints, escalating when necessary
- Track client interaction and satisfaction metrics to identify areas for improvement
- Facilitate client onboarding processes, including document collection and account setup
- Conduct follow-up communications to ensure client satisfaction and retention
- Create and manage project timelines and calendars for client-related tasks
- Monitor and manage client feedback to ensure continuous improvement
- Organize and facilitate virtual client events, webinars, or training sessions
- Keep detailed notes of client interactions and follow up on action items
- Collaborate with sales and marketing teams to enhance client experience and drive engagement
- Provide administrative support to the client services team as needed
- Generate and analyze reports on client activity and satisfaction for management review
- Ensure all client communications are compliant with company policies and regulations
- Assist in preparing proposals, contracts, and presentations for clients

The ideal candidate for the Virtual Client Coordinator role will possess a bachelor's degree in Business Administration, Communication, or a related field, complemented by a minimum of two years of experience in client coordination or customer service roles. They will demonstrate exceptional verbal and written communication skills, with proficiency in CRM software and client database management. Their organizational agility and time-management prowess will make them adept at multitasking and managing multiple priorities simultaneously. Experience in social media management and virtual meeting tools such as Zoom and Microsoft Teams is essential. The candidate will bring strong problem-solving abilities and attention to detail, coupled with discretion in handling sensitive information. They will radiate professionalism, have a customer-centric attitude, and exhibit strong teamwork and collaboration skills. The ability to work independently and remotely is paramount, as is their proficiency in generating and interpreting client data reports. Experience in coordinating with multiple departments and preparing professional presentations will set them apart. They will be flexible and adaptable to changing client needs and demonstrate thorough knowledge of industry standards and best practices in client services. Their high level of empathy, emotional intelligence, and proactive problem-solving mindset will enable them to build and maintain positive client relationships. They will be technologically savvy, quick to learn new systems, and capable of maintaining a calm and courteous demeanor under pressure. Demonstrating initiative and self-motivation, this candidate will be committed to maintaining high standards of client service and exhibit continuous enthusiasm for professional growth and innovation.

- Respond to client inquiries via email, phone, or chat promptly and professionally
- Schedule and confirm client appointments and meetings
- Maintain and update client databases and records accurately
- Coordinate with different departments to ensure client needs are met
- Prepare and distribute client communication materials such as newsletters, updates, and reports
- Manage social media accounts and engage with clients through various platforms
- Assist in resolving client issues and complaints, escalating when necessary
- Track client interaction and satisfaction metrics to identify areas for improvement
- Facilitate client onboarding processes, including document collection and account setup
- Conduct follow-up communications to ensure client satisfaction and retention
- Create and manage project timelines and calendars for client-related tasks
- Monitor and manage client feedback to ensure continuous improvement
- Organize and facilitate virtual client events, webinars, or training sessions
- Keep detailed notes of client interactions and follow up on action items
- Collaborate with sales and marketing teams to enhance client experience and drive engagement
- Provide administrative support to the client services team as needed
- Generate and analyze reports on client activity and satisfaction for management review
- Ensure all client communications are compliant with company policies and regulations
- Assist in preparing proposals, contracts, and presentations for clients

- Strong interpersonal skills and a genuine desire to help clients
- Exceptional time management and ability to prioritize tasks efficiently
- High level of empathy and emotional intelligence
- Adaptability and flexibility to handle a dynamic work environment
- Strong decision-making and critical thinking ability
- Proactive attitude with a problem-solving mindset
- Excellent attention to detail and accuracy
- Ability to communicate clearly and effectively with a diverse client base
- High level of self-motivation and personal accountability
- Demonstrated initiative and the ability to work autonomously
- Strong collaboration and teamwork ethos
- Capable of building and maintaining positive client relationships
- Dependable and reliable with a strong work ethic
- Continuous learner with a desire for professional growth
- Technologically savvy and quick to learn new systems
- Ability to remain calm and courteous under pressure
- Creativity in engaging clients and addressing their needs
- A proactive approach to identifying and addressing client concerns
- Commitment to maintaining a high standard of client service
- Ability to maintain a positive attitude and high energy level

- Competitive salary range: $50,000 - $65,000 per year
- Comprehensive health, dental, and vision insurance
- Flexible working hours with the option to work remotely
- Paid time off, including holidays and vacation days
- Professional development and training opportunities
- Employer-sponsored retirement plan with company match
- Employee assistance program (EAP) for personal and professional support
- Wellness programs, including gym membership discounts and wellness challenges
- Opportunities for career advancement and internal promotions
- Regular team-building activities and virtual events
- Access to the latest technology and tools for optimal performance
- Reimbursement for work-related travel and expenses
- Subsidized home office setup
- Performance-based bonuses and incentives
- Access to online learning platforms and courses
- Supportive and inclusive company culture
- Parental leave and family-friendly policies
- Paid volunteer time off and community service opportunities
- Employee recognition and rewards program