Compassionate Office Supervisor & Client Care Lead

Pet Meadow; Farmers Branch (TX); On-site; USD 50,000 - 61,000; Full time

Job summary

Pet Meadow is seeking an Office Supervisor and Client Care Coordinator to oversee front-desk operations, customer service, and office workflows within a hub-and-spoke aftercare model. You will coordinate communication between the central crematory and spoke locations, supervise staff, and ensure compassionate support for veterinary partners and grieving families.

The role combines leadership, administrative coordination, and transportation coordination, with occasional local driving to support

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 in a fast-paced environment.

Responsibilities

• 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 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.
• 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.
• 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.
• 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.
• Follow all safety procedures and PPE requirements.
• Maintain confidentiality and professionalism at all times.
• Ensure compliance with company transportation, operational, and workplace safety standards.

Skills

Supervisory experience

Office management

Logistics

Customer service

Operations

Strong communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Pet Meadow is seeking an Office Supervisor and Client Care Coordinator to oversee front-desk operations, customer service, and office workflows within a hub-and-spoke aftercare model. You will coordinate communication between the central crematory and spoke locations, supervise staff, and ensure compassionate support for veterinary partners and grieving families.

The role combines leadership, administrative coordination, and transportation coordination, with occasional local driving to support