Client Care Coordinator

About Meadow

Meadow is a physician-founded, licensed psilocybin service center in Portland, Oregon. We guide clients through facilitated psilocybin experiences supported by medical screening, preparation, integration, coaching, and medication tapering programs.

Our relationship with clients extends well beyond their time at our center. We also host a growing online community of hundreds of people who have journeyed with us, with live events, integration groups, educational programming, and ongoing opportunities to stay connected.

The Role

You are the hand that helps guide clients every step of the way and make sure nobody falls through the cracks.

As Meadow's Client Care Coordinator, you will be the primary operational point of contact for clients throughout their experience with us. You'll answer questions, onboard new clients, coordinate appointments, follow up after sessions, and make sure each person knows what happens next.

You'll also help steward Meadow's online community—welcoming new members, supporting conversations, coordinating community events, and keeping members informed and engaged..

This is not a clinical role. You won't facilitate psilocybin sessions or provide medical advice. You'll know when a question needs to go to a clinician, facilitator, or another member of our team and make sure it gets there quickly.

What You'll Do

Client Care & Coordination

1. Respond promptly to client calls, texts, and emails.
2. Onboard new clients and guide them through their first steps with Meadow.
3. Schedule and reschedule appointments across our clinical, facilitator, and coaching teams.
4. Track clients through their care pathway and proactively follow up on incomplete forms, assessments, appointments, and other requirements.
5. Answer routine questions and connect clients with the appropriate team member when additional support is needed.
6. Coordinate practical details around preparation, Journey Day, integration, and follow-up.
7. Stay connected with past clients and introduce relevant opportunities for continued support, coaching, community programming, or return journeys.
8. Gather written and video testimonials from clients who want to share their experiences.
9. Maintain accurate, organized client records and ensure important information reaches the appropriate team members.

Community & Events

1. Help steward Meadow's online community and create a welcoming, active environment for members.
2. Welcome new members, answer questions, encourage participation, and help keep community discussions active and constructive.
3. Monitor Meadow's client discussion forum and help facilitate meaningful engagement.
4. Maintain the community events calendar and coordinate recurring groups, integration circles, educational events, and other programming.
5. Communicate with facilitators and event leaders to ensure events are scheduled, promoted, and run smoothly.
6. Create and send email broadcasts announcing upcoming events, new programs, community updates, and other opportunities to participate.
7. Track community participation and identify opportunities to increase engagement.
8. Help develop new ways for Meadow alumni to stay connected with Meadow and with one another.

What Success Looks Like

1. Clients receive fast, thoughtful responses and always know what happens next.
2. Onboarding, scheduling, forms, and follow-up happen reliably and on time.
3. Fewer clients miss appointments or required steps.
4. Past clients remain engaged with Meadow and take advantage of relevant ongoing programs.
5. Meadow has a steady stream of clients willing to share testimonials and referrals.
6. The online community feels welcoming, useful, and active.
7. Community events are well organized, clearly communicated, and consistently attended.
8. Email broadcasts and community communications go out accurately and on schedule.
9. The rest of the Meadow team can trust that when something involving the client journey or community needs to happen, it will happen.

You're a Fit If You

1. English native speaker
2. Are exceptionally organized and can manage many conversations and tasks without dropping anything.
3. Are highly tech-savvy and learn new software tools quickly.
4. Communicate clearly, warmly, and professionally by phone, text, and email.
5. Are comfortable being highly responsive throughout the workday.
6. Follow up without being reminded and naturally take ownership of loose ends.
7. Enjoy talking with people and helping them navigate unfamiliar or meaningful experiences.
8. Have good judgment about what you can handle independently and what needs to be escalated.
9. Are comfortable working independently as part of a remote team.
10. Can balance genuine warmth with appropriate professional boundaries.
11. Enjoy building community and bringing people together.

Nice to Have

1. Background in healthcare, wellness, hospitality, care coordination, or client success.
2. Experience managing an online community, membership program, or events calendar.
3. Experience with email marketing or community communication platforms.
4. Experience with scheduling, CRM, or healthcare administration systems.
5. Interest in psychedelic-assisted wellness, behavioral health, or integrative healthcare.

Details

1. Full-time
2. Remote
3. English native speaker
4. Pacific Time business hours
5. Reports to Mike & Tracy Townsend, Co-Founders
6. Works closely with Meadow's clinical team, facilitators, coaches, and leadership

At Meadow, client experience isn't separate from care. The way someone is welcomed, communicated with, prepared, and supported throughout the process matters.

The Client Care Coordinator is the person who helps make sure every client—and every member of our growing community—feels that level of care.