[Hiring] Client Intake and Operations Coordinator @Job Duck

Role Description

Job Duck is seeking a proactive and highly organized Client Intake and Operations Coordinator to support prospective and active families throughout their experience with the company. This role will serve as a key point of contact for prospective clients, guiding families from their initial inquiry through onboarding while ensuring communication, documentation, and follow-up are handled efficiently. The position will also coordinate student placements with Executive Function coaches and literacy specialists, taking into consideration student needs, coach qualifications, availability, location, and personality. The ideal candidate is energetic, personable, self-motivated, and comfortable taking initiative in a fast-paced environment while maintaining excellent attention to detail and customer service. This opportunity is especially well suited to someone who is passionate about education, learns quickly, takes ownership of their responsibilities, and consistently ensures that every open task has a clear next step.

Monthly Compensation: 1,150 to 1,220 USD

• Coordinate placements, schedules, cancellations, coverage, coach availability, and system updates.
• Proactively follow up on outstanding issues, inactive clients, and pending commitments.
• Respond to client inquiries, follow up on unresolved matters, and escalate concerns when needed.
• Create and maintain accurate client profiles in company systems.
• Coordinate meetings, schedules, events, trainings, and day-to-day operations.
• Monitor communication channels, calendars, deadlines, records, and administrative tasks.
• Serve as an administrative point of contact for active families.
• Ensure required forms and agreements are completed.
• Guide families through the onboarding process and communicate scheduling procedures, policies, and next steps.
• Track referral sources and maintain accurate lead information.
• Ensure every active lead has a clear next step.
• Call prospective clients to discuss services and answer basic questions.
• Monitor incoming calls, emails, text messages, website inquiries, and referrals.
• Follow up on outstanding intake forms, agreements, payment information, and other onboarding requirements.
• Work proactively to move qualified leads from initial inquiry to active client.
• Consistently follow up with families who have expressed interest but have not yet scheduled.
• Maintain accurate records of potential clients and their current status.
• Gather necessary information regarding the student, family, requested services, availability, and location.
• Respond promptly and professionally to prospective families.
• Match students with appropriate coaches based on needs, qualifications, location, personality, and availability.

Qualifications

• Time zone: CST
• Expected call volume: Approximately 16 to 30 calls per day
• Excellent command of English, both written and spoken, is required.
• The role requires strong availability and reliability during scheduled working hours, including dependable internet and power access.
• The ideal candidate should have demonstrated job stability and longevity in previous positions.
• Experience in education, client services, administrative coordination, sales, customer service, or a related field is beneficial.
• The position requires the ability to work independently while recognizing when an issue should be escalated to ownership.

Requirements

• Highly proactive and takes initiative without requiring constant direction.
• Strong time management and organizational skills, with the ability to manage multiple priorities efficiently.
• Excellent communication skills and professional interpersonal abilities.
• Strong customer service orientation and a personable approach when interacting with prospective and active families.
• Excellent written and spoken English.
• Strong attention to detail and accuracy when maintaining client records, forms, calendars, spreadsheets, and internal documents.
• Able to work independently, identify what requires attention, and determine when escalation is appropriate.
• Comfortable working under pressure and managing responsibilities in a fast-paced environment.
• Self-motivated, driven, and consistently focused on completing responsibilities.
• Reliable and dependable, with consistent performance and strong follow-through.
• Adaptable and able to learn new systems, processes, and responsibilities quickly.
• Strong problem-solving and decision-making abilities.
• Able to proactively identify unresolved matters and take appropriate action to move them toward resolution.
• Comfortable coordinating schedules and communicating with families, coaches, schools, partners, and internal stakeholders.
• Passionate about education and interested in supporting students and families.
• Demonstrates professionalism, discretion, and sound judgment when handling client information.

Company Description