Client Experience Coordinator
Be the calm, capable voice families count on.
At Fox & Finch, our Client Experience Coordinator is more than an administrative role—it’s a trusted presence for families navigating meaningful transitions. You’ll be the first person many clients speak to, and often the last person they thank. If you value structure, kindness, and clear communication, this may be the role for you.
Rooted in structure, driven by care.
About the Role
Bring consistency and order behind-the-scenes
The Client Experience Coordinator supports the day-to-day communication and coordination needs of both clients and the internal team. This position ensures that every Fox & Finch family receives timely, thoughtful, and well-organized updates throughout the estate process.
You’ll help manage schedules, maintain client records, facilitate the digital intake process, and ensure that clients feel cared for, not just informed. Your role makes the entire experience feels seamless out front.
Status
Part-Time or Full-Time
This role is available with flexible scheduling, and may grow into a leadership position for the right candidate.
Hours
Core Business Hours
Most tasks occur Monday–Friday during standard working hours, though occasional evening follow-ups or weekend estate prep communication may be needed.
Location
Oklahoma County + Virtual
This role blends in-person and remote work depending on the needs of the estate and the preferences of the family. Some client-facing meetings or on-site walkthroughs may be required.
Pay
Competitive Pay + Growth Opportunity
Pay is based on experience and availability, with the potential to grow into operations support, vendor coordination, or leadership roles. Includes training, mentorship, and meaningful work that impacts real families.
Ideal Personality
The right Client Experience Coordinator isn’t just good with logistics—they know how to hold space. You’re the kind of person who instinctively smooths out tension, answers the question before it’s asked, and gently guides others through unfamiliar territory with a calm, capable tone.
You don’t just check boxes—you make sure people feel cared for along the way. When a family reaches out for the first time, you see it as more than a form submission; you see it as a moment of trust. You respond not just quickly, but thoughtfully. You understand that behind every email is someone facing decisions they didn’t expect to make, and you approach those interactions with kindness, patience, and quiet confidence.
You’re the one who remembers the appointment before the reminder goes out, who organizes the digital files so no one ever has to ask twice, who keeps the team gently on track without ever raising your voice. You like things neat, timely, and clear—and you know that order creates peace.
You’re at your best when things feel purposeful. You bring both warmth and structure to your work, and you’re energized by helping others feel informed, supported, and in good hands. When clients work with Fox & Finch, you’re often the first impression—and the lasting one.
Calm, Clear Communicator
You have a way with words—both spoken and written. You know how to explain next steps, relay important updates, and gently guide conversations in a way that brings reassurance. Whether speaking with grieving family members or juggling a busy event week, you keep your tone warm, steady, and focused. You're confident enough to lead communication but humble enough to listen fully.
Organized with Intention
You love a good system—and even more so, you love when others benefit from it. You see patterns, anticipate needs, and naturally bring order to moving pieces. Whether you're managing appointments, uploading contracts, or keeping digital files in sync, you take pride in accuracy and clarity. You believe that structure is an act of service, especially when families are navigating uncertainty.
Role Requirements:
Strong written and verbal communication skills
Comfort with scheduling tools, file-sharing platforms, and CRMs
Keen attention to detail and a high level of personal organization
Ability to maintain professionalism in emotionally sensitive moments
Tech-savvy and eager to learn new systems
2+ years of admin, customer service, or project coordination experience preferred
Valid driver’s license and reliable transportation (local, Oklahoma County area)
Tools to Support You from Day One
Thoughtful Training. Elegant Systems. Clarity in Every Step.
Client Portal & Inventory System
You’ll be trained on how to navigate our digital tools with confidence—so you can upload, organize, and communicate with ease.
Estate Service
Workflow
We’ll walk you through each phase of our signature process so you understand how the pieces fit together—from consultation to final report.
Brand Voice & Communication
Learn how we speak to clients—with clarity, calm, and care. You’ll receive templates, tone guidelines, and real examples to guide your writing.
Confidentiality & Trust Practices
Because families rely on our discretion, we’ll teach you how to maintain professional boundaries and build trust with integrity.
Customized Systems & Templates
From message scripts to file structures, everything we use has been designed to save time and reduce friction—so you can focus on people, not paperwork.
Real-Life Scenarios & Shadowing
From shadowing intake calls to reviewing completed files, you’ll learn how to navigate everyday moments with professionalism and empathy.
Tools to Support You from Day One
Thoughtful Training. Elegant Systems. Clarity in Every Step.
Client Portal & Inventory System
You’ll be trained on how to navigate our digital tools with confidence—so you can upload, organize, and communicate with ease.
Estate Service Workflow
We’ll walk you through each phase of our signature process so you understand how the pieces fit together—from consultation to final report.
Brand Voice & Communication
Learn how we speak to clients—with clarity, calm, and care. You’ll receive templates, tone guidelines, and real examples to guide your writing.
Confidentiality & Trust Practices
Because families rely on our discretion, we’ll teach you how to maintain professional boundaries and build trust with integrity.
Customized Systems & Templates
From message scripts to file structures, everything we use has been designed to save time and reduce friction—so you can focus on people, not paperwork.
Real-Life Scenarios & Shadowing
From shadowing intake calls to reviewing completed files, you’ll learn how to navigate everyday moments with professionalism and empathy.
Communication & Coordination
From initial outreach to final recap, you're the trusted voice of Fox & Finch. You respond to inquiries, schedule consultations and follow-ups, and ensure families receive timely, thoughtful updates. Whether you're confirming appointments, drafting a summary email, or gently answering a question, your words create calm and clarity. You also support communication on sale days—helping prep signage, coordinating team timing, and documenting feedback that helps us continually improve.
Digital Organization & Process Support
You keep our systems running smoothly behind the scenes. That means uploading contracts, images, and reports to the client portal, keeping project timelines current, and ensuring everyone is aligned on what’s next. Your attention to detail ensures that every document is where it needs to be, every update is clear, and every client knows exactly what’s happening and when. You also assist with follow-up requests, protect client confidentiality, and support our high standard of white glove professionalism.
Responsibiltiies
The Client Experience Coordinator is the quiet engine that keeps the entire estate process running with grace. You’re often the first point of connection—the voice that answers with clarity, the message that reassures, the presence that begins building trust before a single piece is moved. From the moment a family reaches out, you help create a sense of calm structure in what may feel like unfamiliar territory.
Your day might start by reviewing a new inquiry, reading between the lines to understand what the family isn’t yet sure how to ask. You schedule a personal walkthrough and gently explain what to expect, offering guidance without pressure. Once the consultation is complete, you organize the intake materials and upload the signed agreement, making sure every document is right where it belongs.
Midday, you may be tracking the estate’s timeline, sending friendly reminders for an upcoming opening, or flagging a question to the team that needs thoughtful follow-up. A family might call in with a simple but important ask—"Can you send me that file again?"—and you do so without hesitation, because you know that ease and reassurance matter most right now.
As the estate event approaches, you help prep signage, coordinate schedules, and keep communication flowing across the team. Afterward, you organize photos and reports, support the final payout process, and assist with any final questions that come in—always with care and discretion.
You don’t just keep the process moving. You make sure everyone—client and team alike—feels supported, seen, and set up for success. In this role, your work isn’t just administrative. It’s relational. It’s trusted. It’s vital.
Fox & Finch offers elevated estate services for families navigating life transitions with grace. Based in Edmond, OK, we provide start-to-finish estate support—including staging, pricing, event hosting, and final stewardship—with professionalism, discretion, and care. Explore upcoming estate events or request a private consultation today.
Quick links
Services
Policies
© 2025 Dallowry. All Rights Reserved. 1 Peter 4:10 NIV