Client Relations Coordinator

6 months ago

Vancouver, Canada EducationPlannerBC Full time

**Client Relations Coordinator**

**About EducationPlannerBC**

**Position Summary**

Reporting to the Director, Client Relations, the Client Relations Coordinator is responsible for providing coordination of Client Relations activities and the annual EPBConnects virtual conference in support of the integration and utilization of EducationPlannerBC’s (EPBC) current and future products. This position works cross-organizationally in EPBC on activities, from inception to completion, with the Client Relations team, identified internal teams and representatives from post-secondary institutions to deliver the intended outcomes. This position also completes documentation to support the use of EPBC’s products and services.

**Key Accountabilities**

The following provides an approximate allocation of time for key accountabilities and a representative list of duties. From time to time, this position will be expected to undertake other duties and responsibilities as necessitated by its evolving position within the organization or the overall business objectives of the organization.

**Program Coordination **(40%)
- Collaborate with Director, Client Relations and/or designated staff with initiating, documenting, and tracking requirements and intended outcomes for identified activities.
- Meet with internal EPBC teams and/or external partner organization representatives on behalf of Client Relations to gather expectations and provide information about activity requirements and intended outcomes.
- Facilitate initial, on-going, and annual Client Relations activities including meetings, events, and workshops, as needed, to enable integration and implementation of EPBC’s products and services ensuring the needs, interests, and partner organization preferences are understood and actionable.
- Conduct research as needed to support Client Relations activities.
- Create summary documents for activities including expectations and outcomes and provide to Director, Client Relations and/or designated staff.
- Book meetings and work with internal staff to book venues, coordinate travel, catering, contracts, vendor payments, and related activities on behalf of the Client Relations team.
- Keep up to date with EPBC product and service releases and be able to demonstrate user features as needed.

**Event Management** (30%)
- Lead the coordination of the annual EPBConnects virtual conference and/or other events as identified with the Director, Client Relations and/or designated staff, including the development of event plans, deliverables, and schedules to ensure that key actions, goals, and outcomes are met.
- Work with designated staff to execute conference/event promotional documentation and other related deliverables.
- Coordinate conference services (i.e., vendor event platforms and streaming production company) to deliver the event. Coordinate post-event activities such as information gathering requirements, de-brief meetings and reports, and access to video presentations.

**Information Coordination **(15%)
- In consultation with the Director, Client Relations and/or designated staff, develop and distribute client-facing information updates including meeting notices, information requests, product/service release notices, and other notices as needed.
- Coordinate and maintain client contact lists, ensuring that each list receives specified notices. Coordinate lists with Client Relations team and other EPBC staff to ensure accuracy of members and intended messages.
- In consultation with the Director, Client Relations and/or designated staff, coordinate communication activities with identified EPBC product and service user groups and related EPBC groups.
- Coordinate and maintain the Client Relations Team annual calendar.

**Documentation **(15%)
- Review EPBC documentation options and identify key documents to use for the specified activity.
- Complete activity initiation documentation, if required, and other related documentation for approval by Director, Client Relations and/or designated staff before starting the activity.
- Develop and complete documentation, including project charters, project plans with expected deliverables and anticipated timelines, spreadsheets and tracking documents, status reports, product/service release notices, and others as identified.
- Identify resources needed within EPBC to deliver the activity, including staff and contractor resources.
- Develop and maintain resource documentation for use by institutions. Make available to identified contacts as needed. Provide and distribute documentation.
- Collate and track requests for product/service enhancements from internal and external clients, ensuring completeness of the requests. Meet with Client Relations and Technology Development staff members on a regular basis to update/review the requests. Provide request list to Director, Client Relations or designated staff members by schedule identified.

**Competency Requirements**
- Ability to wor

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