Client Services Specialist

Humani HR; Toronto; Hybrid; CAD 60,000 - 75,000; Full time

Job summary

A boutique HR consulting firm in Ontario is seeking a Client Services Specialist to support their Operations Team. This role includes managing client communications, organizing documentation, and assisting the Business Development Team. Ideal candidates should possess a degree, 1–3 years of relevant experience, attention to detail, and strong IT skills. Offering competitive compensation, benefits, and a hybrid work model allowing for both remote and onsite work, the firm values diversity and a collaborative work environment.

Benefits

Base salary $60,000–$75,000

4 weeks paid vacation + 5 wellness days

Full health benefits

Qualifications

• 1–3 years of experience supporting an executive or administrative team.
• Meticulous attention to detail in various tasks and duties.
• Strong aptitude for IT and technical tools.

Responsibilities

• Support Client Services and Operations with various administrative tasks.
• Manage and prioritize multiple inboxes effectively.
• Coordinate client follow-ups and manage important documents.

Skills

Attention to detail

Customer service mindset

Organizational skills

Time management

Written communication skills

IT/Technical skills

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Suite

CRM software

Job description

Client Services Specialist

Location: Ontario, Canada

Humani HR is a boutique Human Resources consulting firm that serves as business partners to executives of small and medium‑size businesses. We act as our client’s fractional HR Partner to support their varying People Operations needs, including policy & handbook development, HR software implementation, performance management, compensation strategy, training & development, talent strategy, day‑to‑day employee relations, HR operations and more. To learn more about us and our team, visit our website.

About You and the Role

The Client Services Specialist is part of the Operations Team at Humani. The primary responsibilities are:

• Support the Client Services Team and Operations Team with client services related items and administrative duties.
• Duties include categorizing, responding to, and tracking all potential new client related items, emails, proposals, contracts, etc., with support of the BD Team. Keep all these items extremely well organized.
• Support, coordinate, and organize various aspects of the business.
• Maintaining effective communication and organization with internal staff, clients (both potential and active) in relation to the responsibilities list below, and various external vendors and stakeholders.
• Providing coverage and backup for other administrative tasks of the Admin and Operations team as they arise.

You thrive in environments where you don’t know the answer but are willing to do the work and figure it out, and working in a fast‑paced and changing environment. You find joy in meaningful work and delivering excellent client results. At Humani, no two days are the same. If this sounds like a great fit for you, we encourage you to apply!

We are looking for an Ontario‑based Client Services Specialist to join our team. At Humani, our hybrid work model means working primarily remotely, with onsite support at various client sites based on business needs. As such, local and international travel may be required from time to time.

What You Will Do

• Support the Business Development and Operations Team’s with administrative, financial, and managerial tasks, including, but not limited to, those listed below.
• Manage, organize and respond to multiple inboxes whilst prioritizing emails.
• Categorize, respond to, and track all potential new client emails, with support of the BD Team.
• Complete templates to draft, send, file and track important client onboarding documents including but not limited to: Services Agreements, Payroll Acknowledgement Forms, Cancellation Notices, NDA’s, etc.
• Maintain and improve the collection, storage and maintenance of company documents while always upholding confidentiality.
• Maintain and update important operational and BD data trackers including but not limited to: CRM, Proposal Trackers, RFP Trackers, Project Trackers, etc.
• Assist Business Development Team with tasks such as but not limited to: lead inquiry intake and consultation call set‑up and scheduling, daily follow‑ups with leads, Service Agreement weekly reminders, onboarding and offboarding of clients.
• Support Client Services Teams with scheduled client follow up reminders in a timely manner.
• Answer and respond to team client‑related requests, including but not limited to: tech support inquiries, PDF edits, FedEx shipments/label creation, DocuSigns, etc., and communicate messages and information to the Executive Assistant as required.
• Assist Finance Team with Client related Accounts Receivable follow‑ups, Accounts Payables, external vendor invoices, and Time Tracking System updates.
• Assist with Humani and/or client research as required.
• Assist in the coordination of client‑related and company‑related travel arrangements, offsites, conferences, and team‑specific events, including bookings, itineraries, and agendas.
• May also conduct some client work as needed and as your skills are required.
• Assist with any other administrative duties/requests/vacation coverage for the Administration or Operations team as requested by management/leadership.

Who You Are

• Bachelor’s degree preferred
• 1–3 years of experience supporting an executive/leadership or administrative/client services team in a virtual business environment.
• Nice to have but not required: Experience supporting client lifecycle activities (acquiring clients, to onboarding, maintaining, and off‑boarding of clients)
• Meticulous Attention to detail: Excellent detail orientation when inputting data, tracking, coordinating scheduling, dealing with financial matters, presentations, note‑taking, drafting communications, etc. You pride yourself in ensuring your work output is high quality, accurate and precise at all times.
• Customer Service Mindset: Everything we do at Humani is done with “white glove” customer service in mind. To succeed in this role, you must be able to critically think about every task and determine the best next step to ensure a seamless experience for our clients and our team. We also move fast, you need to be able to understand what’s priority and action these important items.
• Written Skills and Communication: Extremely Important. You will be interacting with clients, vendors, partners, and management on a daily basis, so must be able to present yourself professionally in both a written and verbal manner.
• Organizational Skills: Keeping organized must be a passion of yours. Must be highly organized and have proficiency in organizing digital data, online filing systems, and electronic financial documents.
• Availability and Responsiveness: You are highly available and responsive. You can adapt to communication from various stakeholders (both internal and external).
• Time Management: Your ability to prioritize and take initiative when changes need to be made to ensure that things get done in a timely manner.
• Self‑starter and Independent: Can grab a hold of tasks and run with them, with minimal direction. Able to use pragmatism to assess situations and react in order to make things as easy on management as possible.
• IT/Technical Skills: Must have a strong aptitude to learn new technology quickly and be adept in travel booking & scheduling software/websites, expense software, CRM, Slack, and Organization tools. Must have strong proficiency in Microsoft Office Suite and Google Suite. PowerPoint and Canva skills are a plus.
• Team Player: Willing to roll up your sleeves and help support the broader team however needed, even if outside your main lines of focus.
• Basic Financial Skills: Experience with bookkeeping, invoicing, payments, receivables and other financial admin tasks is a big plus, but not required if you can demonstrate a clear aptitude to be able to quickly pick these up.
• Confidentiality and Integrity: Experience managing confidential and sensitive information regarding the business.
• Travel Booking Experience: Experience is preferable but not required.

Our Company Perks!

We know we are looking for top‑tier skills and experience. But that’s because we offer top‑tier compensation and benefits, which include:

• Base salary $60,000–$75,000 with potential to earn up to 15% of base salary through our annual performance‑based discretionary bonus program (Total compensation up to $86,250).
• 4 weeks paid vacation, plus 5 wellness days annually.
• Full Health Benefits
• RRSP Matching Program
• Your Professional HR association fees are reimbursed.
• Opportunity for meaningful growth, both personally and professionally, where your unique background and experience is welcomed and valued.
• Company‑wide retreats and team events to build connections in‑person.

At Humani, we are in the business of helping our clients build incredible workplaces, so it is important that we do the same. We are committed to building and fostering an environment where our team feels included, valued, and heard. We believe that a strong commitment to diversity, equity and inclusion enables us to make the world better for everyone. We strongly encourage applications from racialized people, people with disabilities, people from gender and sexually diverse communities and/or people with intersectional identities.