Client Relations Coordinator - Part Time

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Client Relations Coordinator - PART TIME (Ideally, Mon-Fri: 8am to 12pm but flexible for 4 hours/day between 8am-5pm)  
Reports Directly to: Accounting and Compliance Administrator
Reports Indirectly to: General Manager
Job Summary
The Client Relations Coordinator supports the company’s operations by ensuring all client, driver, and independent contractor records are accurate and up to date, while also providing essential administrative support for the office. This role combines front-desk and clerical duties, client communication, and compliance tracking to keep the business running smoothly. Responsibilities include greeting visitors, managing correspondence and phone inquiries, maintaining organized records, auditing and following up on documentation, coordinating renewals, and sending scheduled client surveys to monitor satisfaction. The Coordinator also ensures operational gaps are addressed by following up with internal teams and external partners to make sure everyone has the information and documentation needed to maintain compliance and support business continuity.
Key Responsibilities
Administrative
  1. Greet visitors and employees, providing a welcoming and helpful environment.
  2. Answer phone calls, direct inquiries to appropriate departments, and manage correspondence.
  3. Maintain office supplies, coordinate maintenance, and ensure the office environment is organized and functional. 
  4. General clerical duties as assigned, such as making copies and scanning documents.
  5. Assist with scheduling meetings, coordinating calendars, and preparing meeting materials when needed
  6. Receive, sort, and distribute incoming mail and packages
  7. Assist with preparing basic reports, spreadsheets, and documentation as requested by management.
Client Relations
  1. Assist clients with questions and direct inquiries to the appropriate internal team for compliance-related client inquiries to resolve concerns efficiently.
  2. Send scheduled check-in surveys to new and existing clients to gather feedback on service, identify potential concerns, and ensure client requirements are being met.
  3. Track responses and bring concerns or improvement opportunities to management. 
  4. Contact clients and contractors to provide reminders about upcoming compliance requirements (i.e. renewals, regulatory changes, or missing documentation) that may impact business operations.
  5. Review, maintain, and update contracts and insurance requirements, assisting clients in navigating compliance obligations.
  6. Track, review, and maintain Certificates of Insurance (COIs) for clients and independent contractors, ensuring coverage meets contract requirements and coordinating renewals to prevent lapses. Verify that clients and independent contractors carry appropriate levels of insurance and ensure ongoing coverage meets contract requirements.
  7. Identify potential risks related to non-compliance and escalate to appropriate department(s)
  8. Assist in handling claims or insurance disputes, coordinating documentation as needed.
Compliance

  1. Maintain standardized checklists for required client and contractor compliance documentation and ensure all files remain complete.
  2. Monitor and track client-specific compliance requirements such as contracts and renewals, ensuring that all documentation (insurance, DOT, permits, and contracts) remains up to date.
  3. Audit and maintain driver and independent contractor records (such as medical certificates, insurance, licenses, MCP, and registration certificates.
  4. Assist with tracking and renewing truck and trailer registrations, ensuring timely and accurate submissions to meet regulatory standards.
  5. Conduct periodic audits of truck, trailer, driver, and independent contractor compliance documentation to identify missing or expired records.
  6. Organize and maintain electronic and physical filing systems for compliance records to ensure easy access and retrieval.
  7. Assist in creating and maintaining the Compliance Calendar by tracking regulatory deadlines and notifying the Accounting and Compliance Administrator of upcoming renewals.
  8. Perform initial audits of driver logs, fuel receipts, and registration documentation to identify discrepancies or missing records for further review.
  9. Assemble and distribute truck permit books for current and new assets, supporting the Administrator in maintaining permit compliance.
Qualifications:

 


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