Intake Coordinator position

We are looking for an Intake Coordinator for our private therapy and coaching practice for approximately 12-4 hours a week; hours may increase over time based on performance, reliability, and practice needs. This role is the first point of contact for new clients; your work is to help them feel heard, understood, and supported from the very first interaction. The ideal candidate is highly organized, detail-oriented, dependable, and genuinely enjoys helping people. You should be comfortable speaking on the phone, managing multiple administrative tasks, and communicating with empathy while maintaining structure and professionalism. Key responsibilities include - Answer and return calls from prospective clients in a timely manner. - Respond to client inquiries by phone, text, and email - Conduct intake screening calls and gather information accurately - Help prospective clients understand services, clinician availability, fees, and next steps - Schedule intake appointments and manage calendar coordination - Track inquiries and ensure timely follow-up with prospective clients - Manage cancellations, rescheduling requests, and appointment reminders - Communicate professionally with clients, clinicians, and referral sources - Support a smooth, welcoming, and organized intake experience from first contact through scheduling Qualifications • Excellent customer service and interpersonal communication skills • Strong phone presence and ability to build rapport quickly • High attention to detail and accuracy • Strong organizational and time-management skills • Ability to work independently and follow through on tasks without constant supervision • Ability to receive feedback, implement changes, and continuously improve • Professional, warm, and grounded communication style • Reliable, responsive, and accountable Required Experience Minimum of 1 year of experience in a client-facing administrative, scheduling, receptionist, intake, or customer service role Experience handling phone calls, scheduling, email communication, and client interactions as a significant part of previous employment Technical and software skills: Ability to use online scheduling systems Ability to use EHR platforms. Comfort managing calendars, bookings, cancellations, and rescheduling workflows Experience with phone systems, voicemail management, and call routing tools Ability to use email and secure messaging systems for client communication Basic data entry skills with high accuracy in client records Familiarity with digital documentation workflows Ability to learn and use practice management software quickly Comfort with Google Workspace tools such as Gmail, Calendar, and Docs Applications: All applicants need to submit an application letter, curriculum vitae.