Position Summary
We are seeking a proactive and detail-oriented Intake Officer to join our dynamic team. This role is pivotal in ensuring a seamless onboarding experience for new clients, maintaining compliance standards, and supporting operational efficiency across the organization. The ideal candidate will be a strong communicator, highly organized, and passionate about delivering exceptional client service.
Key Responsibilities
* Client Onboarding & Compliance
* Facilitate the onboarding process for new clients, ensuring all documentation and compliance checklists are completed accurately and promptly.
* Clearly explain service agreements, appointment cancellation policies, and service withdrawal procedures to clients.
* Communication & Client Engagement
* Handle inbound and outbound calls professionally and efficiently.
* Monitor and respond to emails regularly to ensure timely communication.
* Send promotional emails and follow up with leads to convert them into successful clients.
* Maintain strong, ongoing relationships with clients, addressing inquiries and directing them to the appropriate departments.
* CRM & Appointment Management
* Maintain accurate and up-to-date records in the CRM system.
* Send appointment reminders and track client confirmations via CRM.
* Monitor and manage appointment cancellations, offering suitable alternatives to retain client engagement.
* Operational Coordination
* Regularly check practitioners' availability and capacity to ensure optimal scheduling.
* Update and manage the client waitlist efficiently.
* Coordinate and schedule home visits for practitioners, ensuring all necessary formalities are completed.
* Administrative & Resource Management
* Oversee resource and inventory management to support service delivery.
* Plan and coordinate team engagement activities to foster a positive work environment.
* Conduct orientation for students on placement and perform regular check-ins to support their integration and development.
* Workplace Standards
* Uphold a professional and welcoming environment within the premises at all times.
Key Requirements
* Proven experience in a client-facing or administrative role, preferably in healthcare, community services, or a similar sector.
* Strong communication and interpersonal skills.
* Proficiency in using CRM systems and Microsoft Office Suite.
* Ability to multitask and manage time effectively in a fast-paced environment.
* High attention to detail and commitment to compliance and confidentiality.
* A proactive and solution-focused mindset.
Why Join Us?
* Be part of a supportive and collaborative team.
* Make a meaningful impact on client experiences and outcomes.
* Opportunities for professional development and growth.
-----------------------------------