Senior Client Services Coordinator

Senior Client Services Coordinator

Shine Foundation | New York, NY

Reports to: Director of Operations & Community Engagement

Schedule: Full-time, onsite, Monday-Friday, with occasional flexibility for Sunday-Thursday, evening or additional event coverage scheduled in advance

Salary: $60,000–$70,000 annually, based on relevant experience

About Shine Foundation

Shine Foundation supports widows, survivors of domestic violence, and their children after life-altering trauma. Guided by Jewish values and welcoming women of all backgrounds, Shine provides a private, boutique-style showroom where women referred through trusted community partners select new clothing and essentials for themselves and their families at no cost, with dignity, privacy, and choice.

About the Role

The Senior Client Services Coordinator ensures that each family’s experience with Shine is welcoming, organized, and thoughtfully coordinated. This person serves as the primary day-to-day contact for clients and referring caseworkers, coordinates the appointment process, and maintains the showroom readiness, volunteer support, and records needed to deliver consistent service.

Working under the direction of the Director of Operations & Community Engagement, the Coordinator independently carries out established processes, anticipates needs, resolves routine issues, and recommends practical improvements.

This is a hands-on position for an experienced, service-oriented professional who combines warmth and discretion with strong administrative skills and follow-through. The role offers meaningful responsibility and the opportunity to help strengthen a growing organization.

Key Responsibilities

Client Services & Appointment Coordination

• • Serve as the primary day-to-day contact for clients and referring caseworkers, providing clear, timely, and respectful communication.
  • Coordinate the referral-to-appointment process, including collecting family information, scheduling, confirmations, reminders, transportation arrangements when needed, and follow-up.
  • Organize appointments around client needs, showroom readiness, and available volunteer support.
  • Prepare relevant clothing, essentials, and supporting materials before visits.
  • Coordinate the onsite appointment experience, ensuring that clients feel welcomed and supported and that visits follow Shine’s established guidelines.
  • Protect client confidentiality and maintain accurate, organized appointment and service records.

Showroom & Inventory Coordination

• • Maintain a welcoming, organized, and appropriately stocked showroom and orderly storage areas.
  • Coordinate the receiving, sorting, labeling, storage, restocking, and seasonal rotation of donated clothing and essentials.
  • Arrange approved donation pickups and deliveries around appointments and available receiving support.
  • Maintain accurate inventory records, including categories, quantities, sizes, seasons, values, and storage locations.
  • Record clothing and essentials distributed through appointments and programs and assist with inventory counts and reconciliations.
  • Monitor stock levels and communicate shortages, excess inventory, and emerging family needs to the Director.

Volunteer Coordination

• • Coordinate volunteer onboarding, scheduling, assignments, communications, and participation records.
  • Orient and train volunteers in assigned tasks and Shine’s expectations for confidentiality, client dignity, presentation, and service.
  • Prepare clear assignments and materials so volunteer activities support current showroom, donation processing, and program needs.
  • Guide onsite volunteer activities, answer questions, and follow through on unfinished work.
  • Build positive volunteer relationships and communicate coverage gaps, training needs, or concerns to the Director.

Program Administration & Event Support

• • Maintain appointment trackers, shared files, checklists, and service records.
  • Prepare regular summaries of appointment activity, families served, volunteer participation, and inventory needs for the Director.
  • Identify recurring challenges and recommend improvements to scheduling, recordkeeping, showroom preparation, and volunteer coordination.
  • Help implement approved procedures and communicate updates to volunteers.
  • Support designated programs and events through participant communications, registration, supplies, volunteer assignments, setup, breakdown, and onsite logistics.

Qualifications

• • At least three years of relevant experience in client services, nonprofit programs, retail or showroom operations, hospitality, volunteer coordination, or a related field.
  • Demonstrated ability to independently coordinate schedules, records, and recurring service activities.
  • Experience training or directing volunteers, staff, or team members.
  • Strong organizational skills, attention to detail, and the ability to prioritize competing needs and follow through without close daily supervision.
  • Warm, professional written and verbal communication.
  • Sound judgment, discretion, and sensitivity when working with people experiencing difficult circumstances.
  • Confidence communicating expectations and maintaining boundaries respectfully, with an understanding of when to involve leadership.
  • Proficiency with Microsoft Office and comfort learning inventory, scheduling, CRM, and file-sharing platforms.
  • Willingness to work actively throughout the showroom and storage areas and assist with appointment preparation, donation processing, and light event setup. Support is available for heavy lifting.
  • Reliable availability for the stated onsite schedule and occasional planned event coverage.
  • Commitment to Shine’s mission and to serving families of all backgrounds with dignity, privacy, and care.

A bachelor’s degree is preferred; equivalent relevant professional experience is welcomed. Experience with donated goods, inventory software, or services supporting women and families is helpful.

Compensation & Employment Terms

The annual salary range is $60,000–$70,000, based on relevant experience. Shine does not currently offer employer-sponsored health insurance or retirement benefits. Paid time off includes sick leave, designated holidays observed by Shine available upon start, and 10 vacation days after one year of employment.

Employment is contingent upon successful completion of a background check.

Applications will be reviewed on a rolling basis until the position is filled.

Shine Foundation is an equal opportunity employer. Employment decisions are made without regard to any characteristic protected by applicable law. Reasonable accommodations are available during the application process and employment.