Intake & Operations Coordinator

 

Intake & Operations Coordinator

A growing organization is seeking a highly organized, proactive, and personable Intake & Operations Coordinator to oversee the client intake process and provide hands-on administrative and operational support. This is a varied role for someone who enjoys working with people, staying organized, solving problems, and making sure day-to-day operations run smoothly.

Responsibilities:

Client Intake & Support

• Manage incoming inquiries by phone, email, and online platforms
• Follow up with prospective and current clients throughout the application, scheduling, and enrollment process
• Help identify and resolve questions or obstacles to keep clients moving forward
• Maintain accurate records and timely documentation of client communication and activity
• Provide a professional and positive client experience from initial inquiry through enrollment

Operations & Events

• Coordinate the administrative and logistical details of events, programs, and community launches
• Assist with event preparation, materials, technology, setup, and follow-up
• Track applications, registrations, and results
• Communicate with internal teams and outside contacts to ensure projects stay organized and on schedule

Staff & Program Support

• Provide administrative and day-to-day support to staff and coaches
• Assist with onboarding, including office setup, forms, calendars, and communication
• Prepare materials for trainings, meetings, and programs
• Help troubleshoot day-to-day issues and coordinate solutions when needed

Office & Administrative Operations

• Coordinate supplies, printing, materials, and resources across multiple locations
• Help maintain an organized and functional office environment
• Support payment follow-up, documentation, reporting, and general administrative needs
• Maintain organized records and ensure information is accurate and up to date
• Assist leadership with various projects and operational needs

Systems & Technology

• Work with various computer systems and online platforms to maintain accurate information
• Assist staff with system usage and provide basic training and support
• Identify technical or workflow issues and coordinate solutions with the appropriate parties
• Quickly learn and adapt to new software and technology

Qualifications:

• Strong written and verbal communication skills
• Highly organized with excellent attention to detail
• Strong follow-through and ability to manage multiple priorities
• Comfortable communicating with clients by phone and email
• Strong computer skills and ability to learn new systems quickly
• Able to work independently and take ownership of responsibilities
• Professional, dependable, personable, and solution-oriented
• Ability to handle confidential information with discretion

Schedule: Full-time, Monday–Friday

This is a hands-on position with a variety of responsibilities and an opportunity for someone who enjoys taking initiative, staying on top of details, and helping an organization operate efficiently.