Intake Coordinator

Benefits

• Opportunity for advancement
• Paid time off
• Training & development
• 401(k)
• Bonus based on performance
• Competitive salary
• Flexible schedule

About the role

As a Intake Coordinator, you will serve as the first point of contact for prospective clients and their families. This is a relationship-focused role centered on prompt response, thoughtful follow-up, and guiding families through the decision-making process with empathy, professionalism, and confidence.

Responsibilities

• Respond promptly to new inquiries from prospective clients and family members.
• Build trust through compassionate communication via phone, text, and email.
• Conduct discovery conversations to understand care needs and determine the best next steps.
• Educate families about available home care services and answer questions with clarity and empathy.
• Schedule in-home care assessments with the care team.
• Maintain consistent follow-up with both active and inactive leads.
• Re-engage previous inquiries to identify new opportunities for care.
• Accurately document all conversations, activities, and follow-up plans within the CRM.
• Monitor lead progression and maintain an organized sales pipeline.
• Partner with office staff and care coordinators to ensure a smooth client onboarding experience.
• Deliver an exceptional customer experience through responsiveness, professionalism, and consistent communication.

Requirements

• Minimum of 3 years of experience in inside sales, customer service, admissions, account management, client services, or another phone-based customer-facing role.
• Excellent verbal and written communication skills.
• Proven experience managing both inbound and outbound phone conversations.
• Strong organizational skills with exceptional follow-up discipline.
• Experience using CRM software to manage customer interactions and pipelines.
• Ability to manage multiple active leads simultaneously.
• Self-motivated with a high level of accountability and independence.

Qualifications

• Enjoys building genuine relationships with people.
• Responds quickly and follows through consistently.
• Is highly organized and detail-oriented.
• Finds purpose in helping families during important life decisions.
• Can effectively manage multiple conversations and priorities.
• Takes initiative and enjoys proactive outreach rather than waiting for tasks.

Skills

• Exceptional verbal and written communication skills.
• Strong organizational and follow-up skills.
• CRM software proficiency.
• Ability to manage multiple leads and tasks.
• High level of self-motivation and accountability.

Benefits

• Opportunity for advancement
• Paid time off
• Training & development
• 401(k)
• Bonus based on performance
• Competitive salary
• Flexible schedule

Schedule

• Part-time position (approximately 25–30 hours per week).
• Flexible schedule with required daily coverage blocks.
• Availability during late afternoon and early evening hours is required to align with peak family inquiry times.
• Hybrid work environment with an expectation of responsiveness during scheduled hours.
• Ongoing schedule adjustments may be necessary based on lead volume and business needs.
• Flexible work from home options available.