Client Relations Specialist in Hampton, Virginia at Harrison & Lear Inc

Job Summary:
The Client Relations Specialist serves as a primary point of contact for residents, homeowners, and visitors. This role is responsible for delivering excellent customer service, supporting Association Managers, and assisting with administrative, financial, and community-related tasks to ensure smooth daily operations.

Key Responsibilities:

• Answer and manage all incoming phone calls in a professional and timely manner
• Respond to all incoming emails promptly and accurately
• Greeting and assisting all walk-in residents and visitors
• When Front Desk Receptionist is out, assist with taking, stamping and logging payments that come in. When Front Desk Receptionist is out, receive, stamp and distribute mail accordingly.
• Assist Association Managers with issues and requests within assigned communities

Including ARB applications, follow-ups on ARB applications, decision notification from the Board to the resident. Compliance notifications and follow-up. Preparing the Page-Per Page letter packages for Annual Meetings, Budget Mailings, Special announcements.

• Support resident and community requests using CINC WebAxis
• Assist Association Managers with STAN AI and Nitro for email blast and text blast to communities.
• Upload all invoices into Strongroom for processing
• Process and route invoices for management approval
• Open, review, and distribute all incoming mail appropriately
• Scan and update resident files with returned mail and documentation
• Operate postage machine and prepare outgoing mail
• Assist residents with setting up and navigating the homeowner portal
• Attend meetings as requested and assist with taking and distributing meeting minutes
• Update CondoCerts and CINC WebAxis with meeting minutes
• Update CondoCerts and CINC WebAxis with monthly community financials
• Maintain accurate records and ensure resident files are current and organized
• Upload and enter Approved Budgets into CINC for upcoming assessments
• Complete the monthly billables by the 10th of the month for charges to the Associations
• Complete the Delinquencies for each Association per the Delinquency Policies of the Association
• Review and scan payments with the check scanner when supervisor is out of the office

Skills & Qualifications:

• Strong customer service and communication skills (verbal and written)
• Ability to manage multiple tasks and prioritize efficiently
• Attention to detail and organizational skills
• Proficiency with office software and property management platforms (CINC WebAxis, Strongroom, CondoCerts preferred)
• Professional demeanor when interacting with residents, board members, and management

Ability to work independently and as part of a team