POSITION SUMMARY
The Client Services Administrator provides administrative and operational support to ensure a seamless experience for our Chairs, members, and internal teams. This role serves as the primary point of contact for administrative inquiries, documentation, and process coordination related to client services. The Client Services Administrator plays a critical role in maintaining accurate records, responding to client requests efficiently, and supporting retention and engagement initiatives through administrative execution. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks while ensuring timely and professional communication with stakeholders.
THE COMPANY
Vistage is the world’s largest CEO coaching and peer advisory organisation for small and medium size business (SME) leaders. We offer the most effective approach for SME enterprises to achieve better results and grow faster as well as for SME leaders to maximise their impact.
The 45,000+ members we serve are MDs/CEOs, owners, and executives of SME organisations located across the UK and around the world. These SME executives typically spend a day or more with Vistage every month to immerse themselves in our comprehensive platform for making better decisions, getting better results and becoming better leaders. Our platform features three core elements: valuable perspectives from a trusted group of peers, professional guidance and meeting facilitation from an accomplished business leader (the Chair), and deep insights from subject matter experts.
Vistage was founded more than 65 years ago, and we’ve grown every year since then by innovating to stay on the cutting-edge of business and being relentless in delivering value to our members. Our success is demonstrated by the fact that Vistage member companies grow 2.2 times faster than non-Vistage peer companies. Learn more about us at vistage.co.uk.
VISTAGE EMPLOYEE LIFE
Vistage’s success is anchored by a unique culture which reinforces employee commitment to the Vistage mission. It is a spirit of collective success and achievement which is also reflected in our workplace. Here’s a sample of the employee experience that helps drive our success:
* Welcome to our home. Our UK Office sits in Hedge End, Southampton, while our US headquarters sits in San Diego, California. The Hedge End office features an open, modern aesthetic with lots of collaboration spaces and free coffee!
* We invest in your career. Each employee has an actionable career progression plan developed through individual collaboration with their manager. We focus on promoting from within and employee progression plans are complemented by all, we invest in staff development days as well as access to tons of individualised development resources.
* We keep it fun! Whether you’re enjoying office celebrations or toasting your co-workers at our epic annual holiday party, you’ll see that we take having fun as seriously as helping our members succeed! The office vibe is business casual with flexible schedules that take a hybrid approach, splitting time between working in the office and working from home on an agreed cadence. We value mutual respect and laughter. .. we hate stiff formality.
Vistage’s culture and sense of mission drives employee loyalty: more than half of our staff has been with the company for five years or longer. Are you ready to start your Vistage journey?
RESPONSIBILITIES
* Serve as the first point of contact for Chairs and members, handling administrative requests, troubleshooting basic inquiries, and directing escalated matters to the appropriate teams.
* Maintain and update member records, ensuring accuracy within Salesforce and other CRM tools.
* Process new member and Chair onboarding documentation, including account setup, membership agreements, and system access.
* Support retention efforts by tracking and documenting member feedback, cancellations, and re-engagement efforts.
* Schedule and coordinate meetings, calls, and training sessions for Chairs and members.
* Assist in preparing and distributing member tenure awards, supplies, name cards, etc.
* Monitor and uphold service level agreements (SLAs) by ensuring timely responses to inquiries within a 24-hour timeframe.
* Provide basic troubleshooting assistance for technical issues related to the member portal, billing systems, and event registration.
* Support event coordination by handling logistics for member and Chair meetings, conferences, and webinars.
* Collaborate with internal teams to ensure smooth execution of operational processes, improving efficiencies in client support.
QUALIFICATIONS:
* 2+ years in an administrative, client services, or customer support role, preferably in a professional services environment.
* Strong organizational skills and attention to detail.
* Proficiency in CRM systems (Salesforce preferred) and Microsoft Office Suite.
* Excellent verbal and written communication skills.
* Ability to manage multiple priorities and work in a fast-paced environment.
* Strong problem-solving skills with a customer-first mindset.
* Basic knowledge of accounting or billing processes is a plus.
JOB LOCATION & SCHEDULE
* Hybrid in Hedge End; a mix of onsite and remote workdays.
* 10-month temporary contract.
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