Matching Specialist

North Star Fertility Partners LLC; Tallahassee (FL); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health plan

401(k) with company match

Tuition assistance

Paid holidays

LTD/STD/Life Insurance

Wellness programs

Hybrid/Remote options

Job summary

Circle Surrogacy, part of the NorthStar Fertility family, is seeking a Matching Specialist to guide Intended Parents through the crucial matching phase. You’ll serve as a trusted contact, provide clear education, verify documentation, and coordinate with internal teams to keep journeys moving forward smoothly.

The role emphasizes empathy, meticulous CRM record-keeping, and proactive support, helping clients understand requirements, timelines, and next steps while maintaining a respectful and

Qualifications

• High School Diploma or equivalent professional experience.
• Strong interpersonal and communication skills.
• Excellent organizational skills and attention to detail.
• Experience using a CRM system and managing multiple cases.

Responsibilities

• Provide exceptional customer service to intended parents through professional, compassionate, and timely verbal and written communication while they await a surrogate match.
• Serve as a primary point of contact for intended parents, answering questions, managing expectations, and providing updates throughout the matching process.
• Collaborate closely with Consultation, Coordination, and other cross-functional teams to ensure seamless case transitions and continuity of care.
• Conduct and document regular client check-ins in the CRM system, leveraging information gathered to provide proactive support and maintain engagement.
• Educate and prepare intended parents for the donor and surrogate matching process, including expectations, requirements, and next steps.
• Collect, review, and track required documentation, including background checks, Intent to Match forms, wills, matching profiles, and other necessary records.
• Maintain accurate and up-to-date client information by completing all relevant CRM fields and documenting interactions in accordance with company standards.
• Assess intended parents' unique circumstances and identify appropriate next steps to help them progress successfully through their family-building journey.
• Identify potential barriers to matching and elevate concerns, trends, or challenges to management in a timely manner.
• Facilitate and coordinate surrogate-to-intended parent matches, ensuring alignment with established criteria, preferences, and program requirements.
• Partner with internal teams to support successful match outcomes and a positive client experience.
• Monitor and communicate current matching timelines and wait-time expectations to intended parents with transparency and professionalism.
• Maintain a thorough understanding of company policies, program requirements, and industry best practices related to matching services.

Skills

Interpersonal skills

Communication

Organizational skills

CRM experience

Multitasking

Problem solving

Education

High School Diploma

Tools

CRM system

Job description

Circle Surrogacy

(www.circlesurrogacy.com), part of the NorthStar Fertility family (www.nsfertility.com), is a global leader in family-building services with more than 25 years of experience supporting Intended Parents and surrogates. At Circle, we’re grounded in empathy, inclusivity, and collaboration, and we’re committed to creating a welcoming, supportive experience for everyone we serve.

We are currently seeking a

Matching Specialist

to join our team. In this important role, you’ll partner closely with Intended Parents during the matching phase of their journey, serving as a trusted point of contact and guide. You’ll provide clear, thoughtful education, ensure documentation is accurate and complete, and coordinate with internal teams to keep each journey moving forward smoothly. This role plays a meaningful part in creating a positive, respectful, and well-supported experience for all involved.

What you’ll do

• Provide exceptional customer service to intended parents through professional, compassionate, and timely verbal and written communication while they await a surrogate match.
• Serve as a primary point of contact for intended parents, answering questions, managing expectations, and providing updates throughout the matching process.
• Collaborate closely with Consultation, Coordination, and other cross-functional teams to ensure seamless case transitions and continuity of care.
• Conduct and document regular client check-ins in the CRM system, leveraging information gathered to provide proactive support and maintain engagement.
• Educate and prepare intended parents for the donor and surrogate matching process, including expectations, requirements, and next steps.
• Collect, review, and track required documentation, including background checks, Intent to Match forms, wills, matching profiles, and other necessary records.
• Maintain accurate and up-to-date client information by completing all relevant CRM fields and documenting interactions in accordance with company standards.
• Assess intended parents' unique circumstances and identify appropriate next steps to help them progress successfully through their family-building journey.
• Identify potential barriers to matching and elevate concerns, trends, or challenges to management in a timely manner.
• Facilitate and coordinate surrogate-to-intended parent matches, ensuring alignment with established criteria, preferences, and program requirements.
• Partner with internal teams to support successful match outcomes and a positive client experience.
• Monitor and communicate current matching timelines and wait-time expectations to intended parents with transparency and professionalism.
• Maintain a thorough understanding of company policies, program requirements, and industry best practices related to matching services.

What you’ll need to succeed

• High School Diploma or equivalent professional experience required
• Strong interpersonal and communication skills, with the ability to support clients through emotionally significant decisions
• Exceptional organizational skills and attention to detail
• Experience working in a CRM system and managing multiple cases simultaneously
• Ability to identify issues proactively and communicate them clearly to internal stakeholders

What are the benefits

• A competitive health plan that includes health, dental and vision401(k) with company match“Take What You Need” PTOTuition AssistancePaid HolidaysLTD/STD/Life InsuranceWellness ProgramsThe ability to work hybrid or remote based on locationAnd much more!

North Star and its companies are an equal opportunity employer. We provide opportunities without regard to race, color, religion, gender, age, national origin, disability, veteran status, sexual orientation, genetic information and gender identity or expression. The law requires an employer to post notices describing the Federal laws prohibiting job discrimination based on race, color, sex, national origin, religion, age, equal pay, disability, veteran status, sexual orientation, gender identity or expression. Please visit employers/eeo-law-poster to visit the “EEO is the Law” poster.