Client Fulfillment & Communication Coordinator

Job Description

REQUIREMENTS

• An exceptional communicator — clear, warm, and responsive in writing and on the phone
• Highly organized and detail-oriented; you catch missing items and small errors before they become problems
• Proactive and dependable; you follow up and close loops without being chased
• Comfortable using a CRM and everyday cloud tools (Google Workspace, email, text, video)
• Able to keep multiple client files on track at once
• Calm, professional, and client-first
• Experience in client service, fulfillment/operations coordination, admin support, or legal/estate/financial services is a plus
• Available during core U.S. business hours; schedule flexible within part-time hours

RESPONSIBILITIES

• Follow up with clients on a set schedule to collect the information and documents we need, so files keep moving and nothing stalls
• Serve as a clear, responsive point of communication for our team on the status of every client file
• Help verify that each client’s file is accurate and complete before it advances — catching missing items and mismatches early
• Keep our CRM up to date with accurate client statuses and notes
• Coordinate clean handoffs between team members so each step transitions smoothly to the next
• Escalate issues early, with context, so problems get solved before they grow
• Help us complete clients efficiently and within our target timelines

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