Family Relations Coordinator

Prime Academics, a boutique academic tutoring and consulting firm serving families throughout New York City and beyond, is seeking a warm, highly responsive, and exceptionally organized Family Relations Coordinator to deliver the personalized, high-touch experience that sets Prime apart. If you enjoy building relationships, anticipating needs, solving problems, identifying the right people for the right opportunities, communicating clearly, and making sure no detail, or family, falls through the cracks, we’d love to hear from you.

The Family Relations Coordinator will serve as a primary day-to-day point of contact for families after their initial consultation with Prime’s Founder, helping guide them through next steps, coordinate communication, and ensure that questions, requests, and follow-up items are handled thoughtfully, promptly, and to an exceptional standard.

Key Responsibilities:

• Family Support & Coordination: Welcome new families and guide them through onboarding; coordinate tutor matching, introductions, scheduling, and next steps; respond to questions and requests; and maintain consistent follow-through.
• Ongoing Family Relationships: Build strong relationships through proactive communication and regular check-ins; stay attuned to evolving needs and coordinate appropriate next steps when circumstances change.
• Tutor Sourcing & Coordination: Identify, source, and initially screen prospective tutors, sometimes on short notice when existing team availability or expertise does not meet a family’s needs; maintain current information on Prime’s tutor network; facilitate matches and introductions; and cultivate positive relationships with both prospective and current tutors.
• Student & Tutor Follow-Through: Check in with tutors to stay informed about student progress, identify changes or concerns, and flag matters that may warrant family follow-up.
• Organization & Communication: Maintain accurate family records and status in Prime’s systems, track outstanding items, and keep the team informed of matters requiring attention.
• Additional Support & Projects: Provide administrative support to Prime’s Founder and assist with or take the lead on special projects and ongoing initiatives, including professional relationships and referral networks that support new family connections.

Who You Are:

• Warm, Responsive & Service-Oriented: You take pride in delivering exceptional service, building trusting relationships, anticipating needs, and creating thoughtful, personalized experiences.
• Strong Communicator: You are polished, personable, and diplomatic in both written and verbal communication, and comfortable navigating a wide range of personalities, expectations, and communication styles.
• Proactive & Intuitive: You anticipate needs, notice when circumstances change, and are comfortable reaching out rather than waiting to be asked.
• Resourceful & Enterprising: You are comfortable researching, identifying, and approaching people who may be a good fit for a particular need. You enjoy connecting people and opportunities, and can make thoughtful initial assessments of candidates and potential matches.
• Organized & Reliable: You can manage multiple families, tutors, candidates, and follow-up items while maintaining excellent attention to detail and follow-through.
• Judicious & Discreet: You exercise sound judgment, handle sensitive information appropriately, and know when an issue should be escalated.

Experience:

Prior experience in tutoring is a strong plus, but not required. Experience in private education, academic consulting, independent school administration, client relations, executive assistance, or high-touch hospitality is particularly valuable. Experience identifying, evaluating, or screening prospective educators, employees, or service providers is also valuable. Familiarity with New York City's independent school and private education landscape is a plus.

Schedule & Location:

• Remote position
• Flexible, non-traditional schedule with varying hours and a high level of responsiveness, including regular evenings and weekends.
• NYC-area candidates preferred for periodic in-person meetings, activities, and other Prime-related engagements, but finding the best fit is most important.

If you take genuine pride in building trusting relationships, enjoy keeping many moving pieces organized, thrive on thoughtful follow-through, and enjoy the challenge of meeting and exceeding the high expectations of discerning families, we’d love to hear from you!