Office Supervisor and Client Care Coordinator

Responsibilities:

Office & Administrative Operations

·        Supervise day-to-day front-desk operations, administrative workflow, and office staff

·        Monitor scheduling, workflow, and overall office efficiency

·        Answer phones, respond to emails, and assist customers with professionalism, empathy, and compassion

·        Maintain accurate records, service documentation, and client information

·        Process invoices, payments, and administrative reports

·        Coordinate communication between veterinary hospitals, spoke locations, drivers, and operations teams

·        Support operational workflow between the central crematory facility and surrounding spoke locations

·        Ensure compliance with company procedures, policies, and operational standards

·        Make real-time operational decisions to maintain workflow efficiency and service quality

·        Escalate customer service concerns, operational issues, or compliance matters to management as appropriate

Transportation & Logistics Coordination

·        Coordinate transportation schedules and routing for pet pickups and deliveries

·        Assist in overseeing transportation specialists/drivers to ensure timely and professional service

·        Verify chain-of-custody documentation and transportation paperwork accuracy

·        Monitor vehicle maintenance schedules, cleanliness, and safety compliance

·        Serve as a back-up driver for local pickups or deliveries when operationally necessary

·        Ensure all transportation activities are performed with dignity, compassion, and professionalism

Leadership & Team Supervision

·        Lead, coach, and support office and transportation team members

·        Assist with training new employees on office procedures and transportation protocols

·        Monitor staff performance and provide feedback to management

·        Help resolve operational or customer service concerns professionally and efficiently

·        Foster a positive, respectful, and team-oriented work environment

Customer Service

·        Serve as a compassionate point of contact for grieving pet families

·        Build and maintain positive relationships with veterinary clinic partners

·        Support memorial service coordination and client communication

·        Represent the company professionally during all interactions

Safety & Compliance

·        Follow all safety procedures and PPE requirements

·        Maintain confidentiality and professionalism at all times

·        Ensure compliance with company transportation, operational, and workplace safety standards

Required Qualifications

·        High school diploma or equivalent

·        Previous supervisory, office management, logistics, customer service, or operations experience

·        Valid driver’s license with a clean driving record

·        Strong organizational and multitasking abilities

·        Excellent verbal and written communication skills

·        Strong customer service and leadership skills

·        Ability to work independently and in a fast-paced environment

·        Proficiency in Microsoft Office and office software systems

·        Compassionate, professional, and respectful demeanor

·        Comfortable occasionally driving company vehicles for local pickups or deliveries as operational back-up support

·        Ability to lift, carry, and move pets and materials weighing up to 60–80 pounds

·        Comfortable working in an environment involving deceased pets, crematory operations, odors, heat, and exposure to equipment

·        Willingness to wear required personal protective equipment (PPE) and follow safety procedures at all times

·        Flexibility to work occasional early mornings, evenings, or weekends as operational needs require

Preferred Qualifications (good to have but not a strict requirement)

·        Experience in pet aftercare, funeral services, veterinary services, transportation, or logistics industries

·        Experience supervising drivers or coordinating transportation routes

·        Experience driving cargo/commercial vans

·        Experience with GPS routing and scheduling systems