Client Support Coordinator

Description

ABOUT VITICUS GROUP

At Viticus Group, we are more than just an organization — we are a community of innovators, educators, and professionals dedicated to advancing science, medicine, and education. Based in Las Vegas, we provide hands-on continuing education courses, conferences, and training programs that connect experts from around the world with the latest advancements in research, technology, and practical application.

Our mission is to bridge the gap between cutting-edge science and real-world practice, empowering professionals to take what they learn and apply it in meaningful ways that improve lives, industries, and communities.

Are you someone who loves science, thrives on learning, and gets inspired by innovation? Join us as we teach and share the discoveries that drive progress — because at Viticus Group, education fuels innovation.

JOB SUMMARY 

The Client Support Coordinator reports directly to the Senior Manager of Executive Support and Administration and supports a blend of customer service, front office coordination, and administrative operations. This role requires strong judgment, organization, and the ability to determine when issues can be resolved independently versus escalated to appropriate personnel.

The ideal candidate maintains a consistent on-site presence, manages a high volume of incoming calls, and supports the organization’s conferences, courses, and year-round events. The Client Support Coordinator represents Viticus Group in a professional, courteous, and positive manner at all times.

This position plays a vital role in ensuring a seamless experience for clients and employees by combining frontline engagement with behind-the-scenes administrative support. The Client Support Coordinator helps maintain operational efficiency, supports service quality, and ensures inquiries and issues are addressed by the appropriate teams in a timely manner.

EDUCATION, EXPERIENCE SKILLS & ABILITIES

Education

• High School Diploma or equivalent required.

Experience

• Minimum of two (2) years of experience in customer service, administrative support, reception, or a related client-facing role required.
• Three (3) to five (5) years of experience in a front desk, service desk, or multi-functional administrative environment preferred.
• Experience supporting events, registrations, or client services operations is a plus.
• An equivalent combination of education and experience will be considered.

Skills & Abilities

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.
• Experience with CRM systems, registration platforms, or ticketing systems preferred.
• Ability to quickly learn and navigate internal databases and systems.
• Basic troubleshooting skills (e.g., password resets, user support, system navigation).
• Ability to follow standard procedures to resolve routine system or user issues.

Communication

• Strong written and verbal communication skills with a professional, polished, and customer-focused approach.
• Ability to communicate clearly and effectively with internal teams and external clients to ensure accurate information and timely support.
• Strong interpersonal skills with the ability to build rapport and maintain positive, service-oriented relationships.

Problem-Solving & Decision-Making

• Apply established procedures to resolve routine client inquiries and operational issues.
• Assess situations and determine when to resolve independently or escalate to appropriate team members.
• Use sound judgment to prioritize tasks and manage competing requests in a fast-paced environment.
• Recognize recurring issues and communicate patterns or concerns to appropriate teams.

Collaboration & Teamwork

• Team-oriented with the ability to work collaboratively across departments to support daily operations and client needs.
• Communicates effectively with internal teams to ensure timely resolution of requests and seamless service delivery.
• Supports team members and contributes to a positive, cooperative work environment.

Professional Qualities

• Highly organized with strong attention to detail, accuracy, and accountability.
• Self-motivated with the ability to work independently while managing multiple priorities.
• Demonstrates reliability, professionalism, and a strong work ethic.
• Maintains a professional presence as a primary point of contact while representing the organization’s mission, vision, and values.
• Flexible to support occasional evenings, weekends, holidays, and event-related activities as needed.

JOB SPECIFIC DUTIES

Client & Front Office Support

• Answer, screen, and route a high volume of incoming calls professionally and efficiently. 
• Greet and assist   visitors and clients upon arrival, ensuring a welcoming experience. 
• Provide general client assistance, including password resets, education certificate support, and registration guidance. 
• Assess client   requests and escalate technical or complex issues to appropriate internal   teams when necessary. 
• Serve as the primary point of contact for   general inquiries, ensuring timely and accurate responses. 
• Maintain awareness of ongoing programs, events, and services to effectively assist and direct clients. 
• De-escalate client concerns when possible   and ensure a positive resolution experience

Administrative & Operational Support

• Assist with internal ticketing requests, ensuring accurate documentation and timely follow-up.   
• Perform data entry and registration support with attention to accuracy and confidentiality. 
• Conduct routine audits to support data integrity, compliance, and operational continuity. 
• Provide administrative support as needed, including internet research, database updates, reporting, and special projects. 
• Prepare and maintain records, logs, and documentation (i.e., SOPs) to support departmental operations. 
• Track and follow up on support tickets to ensure completion and accountability across teams. 
• Support process improvements by identifying inefficiencies and recommending solutions. 

Office Coordination

• Monitor and assist with inventory management of office and breakroom supplies. 
• Assist with general office coordination tasks as assigned. 

Event & Program Support 

• Provide support for conferences, courses, and organizational events. 
• Assist with event registration, processes, and attendee support. 
• Coordinate with internal teams to ensure smooth execution of event logistics. 
• Respond to real-time event needs, troubleshooting issues and escalating as appropriate. 
• Support pre-event preparation and post-event follow-up activities.

Communication & Coordination

• Act as a liaison between clients, vendors, and internal teams to ensure seamless communication. 
• Ensure inquiries and requests are directed to the appropriate departments in a timely manner. 
• Maintain consistent communication with appropriate departments regarding trends, recurring issues, or client feedback. 
• Support internal communication efforts by sharing updates, reminders, and relevant information as needed.

Viticus Group is an equal opportunity employer and will not discriminate in recruiting, hiring, training, promotion, transfer, discharge, compensation or any other term or condition of employment on the basis of race, religion, color, age, sex, national origin, gender, or on the basis of disability if the employee can perform the essential functions of the job, with a reasonable accommodation if necessary.

WHY YOU WILL LOVE WORKING HERE

We offer a vibrant and supportive work environment where your contributions are highly valued, and your professional growth is our priority. You will have the opportunity to work on impactful projects, develop your expertise in Veterinary & Human Health education, and make meaningful contributions to the field. At Viticus Group, we are committed to fostering a culture of excellence, collaboration, and innovation. We believe in work-life balance and infuse our professional ethos with fun through team outings, friendly contests, and shared lunches. Joining Viticus Group means becoming part of a dynamic and supportive community where your efforts are not only recognized but celebrated.

PERKS

• Competitive & Transparent Salary – Know what you’re worth and be paid fairly for it.
• Comprehensive Benefits (Full-Time Employees) – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance are 100% employer-paid.
• 401(k) with 3% Company Match (Full-Time Employees) – Invest in your future with our retirement savings plan.
• Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness.
• Ongoing Professional Development (Full-Time Employees) – From workshops to conferences, we support continuous learning and career growth
• Wellness Programs (Full-Time Employees) – Access wellness resources and incentives designed to support your mental and physical well-being.
• Employee Recognition & Appreciation Events – We celebrate wins—big and small—throughout the year!
• Unique Industry Impact – Make a meaningful difference in veterinary medicine and animal health.
• Work-Life Balance – We value your time with predictable scheduling and occasional flexibility based on role and business needs.
• Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyable.

Requirements

PHYSICAL REQUIREMENTS

Viticus Group is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws.

General Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.

Lifting and Carrying

• Ability to frequently lift and carry up to 10 lbs.
• Ability to occasionally lift and carry up to 50 lbs.

Vision and Hearing

• Close vision required to see computer monitors, read documents, and operate copy and fax machines.
• Distance vision is required to drive an automobile if driving is a requirement of the job.

Work Environment

• Work environment is indoors and climate controlled.
• Occasionally exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office with computer printers, households with TVs and dishwashers, and driving in light traffic.