Intake Coordinator

About the Role

We are looking for a highly organised, proactive and confident Intake Coordinator to manage incoming enquiries, support the client intake process and help convert prospective clients into active customers.

This role combines strong administrative coordination with client communication and sales. The successful candidate will be responsible for responding to enquiries, gathering information, guiding prospective clients through the intake process and ensuring consistent follow-up to keep opportunities moving forward.

We are open to candidates with previous sales experience, but this is not essential. A strong administrator with excellent communication skills, confidence on the phone and the ability to take initiative could be an excellent fit.

Requirements

Key Responsibilities

1. Client Enquiries & Communication

• Respond promptly and professionally to incoming enquiries from prospective clients.
• Contact prospective clients by phone, email and other communication channels.
• Build rapport and establish trust with prospective clients.
• Understand client needs, answer questions and provide clear information about available services.
• Ensure all communication is professional, friendly and easy to understand.

2. Intake Coordination & Administration

• Guide prospective clients through the intake and onboarding process.
• Collect, review and accurately record required client information.
• Manage intake documentation, forms and administrative records.
• Ensure all required information is received and outstanding items are followed up.
• Coordinate appointments, next steps and relevant communication.
• Maintain accurate and up-to-date records in the relevant systems.
• Manage multiple enquiries and administrative tasks efficiently.

3. Sales & Lead Conversion

• Take ownership of incoming leads and ensure timely follow-up.
• Engage prospective clients and understand their needs.
• Confidently explain services and guide clients towards the next step.
• Handle questions, concerns and objections professionally.
• Use persuasive, relationship-focused communication to encourage prospective clients to move forward.
• Follow up consistently with interested leads to improve conversion rates.
• Identify opportunities to move enquiries through the intake process and successfully convert them into clients.

4. General Administrative Support

• Provide day-to-day administrative support related to client intake and coordination.
• Keep trackers, records and systems updated.
• Monitor outstanding tasks and ensure nothing falls through the cracks.
• Identify administrative bottlenecks and take initiative to resolve them.
• Support additional operational tasks as required.

Minimum Requirements

• Previous experience in administration, client coordination, customer service, sales or a similar role.
• Excellent spoken and written English communication skills.
• Clear, confident and easily understood verbal communication.
• Strong organisational and administrative abilities.
• Excellent attention to detail and follow-through.
• Confident telephone manner and ability to engage professionally with clients.
• Strong initiative and willingness to take ownership of responsibilities.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong computer literacy and ability to learn new systems quickly.
• Ability to work independently in a fully remote environment.

Advantageous Experience

• Previous sales, telesales or lead-conversion experience.
• Experience in client intake, onboarding or customer coordination.
• Healthcare, medical administration or patient intake experience.
• Experience managing incoming enquiries and following up with prospective clients.
• Familiarity with CRM systems, ATS platforms or client management software.

Ideal Candidate Profile

We are looking for someone who is smart, quick-thinking, hardworking and naturally takes initiative.

The ideal candidate should be:

• An excellent communicator: Well-spoken, articulate and confident when speaking with clients.
• Proactive: Takes ownership, initiates follow-ups and doesn't wait to be reminded about tasks.
• Highly organised: Fast and efficient with administrative work while maintaining accuracy.
• Persuasive: Comfortable building relationships, handling objections and encouraging prospective clients to move forward.
• Diligent: Reliable, hardworking and committed to completing tasks properly.
• Quick to learn: Able to pick up new systems, processes and responsibilities quickly.
• Results-driven: Understands the importance of timely responses, consistent follow-up and successful lead conversion.

Important: Sales experience is a strong advantage, but not a deal-breaker. We are equally open to an excellent administrator with outstanding communication skills, confidence and the ability to take initiative. The ability to communicate clearly and be easily understood over the phone is essential.