Client Operations Coordinator

Associated Asset Management (AAM), LLC; Tempe (AZ); On-site; USD 42,000 - 62,000; Full time

Job summary

Associated Asset Management (AAM), LLC is seeking a Client Operations Coordinator in Tempe, AZ. The role supports Shared Services by handling deadline-driven processes, client communications, and administrative tasks across programs.

You will assist the Director of Operations, manage mailboxes and reports, and help improve workflows while maintaining accurate records and service levels.

Qualifications

• 2 years of paid, professional experience in a high-volume administrative environment.
• Strong computer software and internet proficiency.
• Proven customer service experience and problem-solving skills.
• Valid driver’s license and ability to work on-site in Tempe, AZ.

Responsibilities

• Execute a variety of high-volume, deadline-sensitive operational processes and recurring Shared Services functions.
• Provide operational support to the Director of Operations and Shared Services.
• Support client communications, eVoting, DocuFile, mailing and distribution services, and centralized operational support functions.
• Monitor and manage departmental mailboxes, work queues, and requests to ensure timely routing and completion.
• Prepare, process, compile, maintain, and distribute operational documents, reports, and client-facing materials.
• Coordinate meetings, scheduling, and related logistical support.
• Coordinate recurring client communications and maintain distribution records and reporting.
• Maintain accurate departmental records and process documentation in accordance with standards.
• Provide cross-functional backup support for Shared Services as needed.
• Identify process inefficiencies and propose improvements for consistency and efficiency.

Skills

Attention to detail

Time management

Communication skills

Customer service

Microsoft Office

Problem solving

Confidentiality

Multitasking

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

AAM Corporate Office
Tempe, AZ 85282, USA

Description

In accordance with established policies and procedures, the Client Operations Coordinator is responsible for executing a variety of deadline-sensitive operational processes, client service activities, and administrative functions that support the Shared Services department and the organization.

This position provides centralized operational support across multiple programs and business functions by ensuring recurring processes, departmental requests, communications, and client service activities are completed accurately, efficiently, and within established service levels. The Client Operations Coordinator works collaboratively across departments, maintains accurate records and reporting, and contributes to the consistent delivery and continuous improvement of Shared Services operations.

Position Responsibilities:

• Execute a variety of high-volume, deadline-sensitive operational processes and recurring Shared Services functions in accordance with established policies, procedures, and service standards.
• Provide operational support to the Director of Operations, Shared Services, and assist with departmental priorities, recurring activities, and special projects.
• Support a variety of Shared Services programs and processing functions, which may include client communications, eVoting, DocuFile, mailing and distribution services, shared mailboxes, and other centralized operational support functions.
• Monitor and manage departmental mailboxes, work queues, and incoming requests to ensure timely routing, processing, follow-up, and completion.
• Prepare, process, compile, maintain, and distribute operational documents, reports, client-facing materials, communications, correspondence, books, packets, and other materials as assigned.
• Coordinate meeting, communication, and administrative support requests, including scheduling, technology setup, distribution of materials, and related logistical support.
• Coordinate recurring client and organizational communications and maintain related distribution records, metrics, statistics, and reporting.
• Maintain accurate departmental records, process documentation, tracking tools, and operational files in accordance with established standards.
• Provide supplemental administrative and operational support to communities and other departments based on business needs, workload demands, and organizational priorities.
• Collaborate with internal departments and stakeholders to ensure operational requests and services are completed accurately and within established deadlines.
• Identify process inefficiencies, recurring issues, and opportunities for improvement and recommend solutions that enhance operational consistency, efficiency, and service delivery.
• Provide cross-functional and backup support for other Shared Services responsibilities as business needs require.
• Perform other duties and special projects as assigned.

Knowledge Skills and Abilities:

• Strong attention to detail, accuracy, and quality.
• Excellent organization and time management skills with the ability to manage multiple priorities and deadlines.
• Ability to work effectively in a fast-paced, high-volume environment while following established policies and procedures.
• Strong written and verbal communication, proofreading, and interpersonal skills.
• Strong internal and external customer service and collaboration skills.
• Sound judgment, discretion, and ability to maintain confidentiality.
• Self-motivated and proactive with strong follow-through and problem-solving skills.
• Proficient in Microsoft Office Suite with the ability to quickly learn new systems and technology.
• Adaptable to changing priorities, processes, and business needs.
• Continuous improvement mindset with a strong commitment to teamwork, company values, and organizational goals.
• High school diploma or equivalent.
• Previous experience in administrative support, operations, shared services, customer service, or a related function.
• Demonstrated ability to manage multiple priorities and complete deadline-sensitive work accurately.
• Strong computer and internet proficiency with the ability to learn new systems and applications.

Physical Demands & Work Environment:

• Ability to perform work in an office environment, including prolonged periods of working at a computer and utilizing standard office equipment.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Education

High School or better.

Experience

2 years:

Full-time, paid, professional experience in a high-volume administrative environment. Proven customer service experience: A strong emphasis on problem-solving, seeking harmony and defusing conflict. Strong computer software and internet proficiency. Valid driver’s license.

Team Player

Works well as a member of a group

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Flexibility

Inspired to perform well when granted the ability to set your own schedule and goals

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.