Admin and Client Intake Coordinator

Sea Change Health Professionals; Shellharbour; On-site; AUD 60,000 - 80,000; Full time

Job summary

Sea Change Health Professionals is seeking an energetic Client Intake Coordinator to manage the front end of the client journey at our Shellharbour office. You will convert leads into clients and ensure a smooth start for new clients, working closely with clinicians and the operations team.

In this role you will triage referrals, respond swiftly across channels, and maintain accurate records in our CRM and practice management software, contributing to a strong first impression for referrers and

Qualifications

• Experience in intake, sales, or client-facing roles in health or allied services.
• Strong phone and written communication with a professional manner.
• Proven ability to handle high volumes of enquiries and follow up promptly.

Responsibilities

• Receive, triage and process new leads and referrals quickly and accurately.
• Respond to enquiries by phone, email and online channels promptly.
• Guide prospective clients, families and carers through service options.
• Build relationships with referrers, plan managers and GPs.
• Convert enquiries into confirmed clients and maintain pipeline.
• Handle onboarding data entry, service agreements and docs.
• Collaborate with clinicians to match clients with services and timing.
• Keep CRM and practice management systems accurate and up-to-date.
• Track referral sources, conversions and turnaround times; support intake reporting.

Skills

Intake experience

Sales mindset

Client-facing

CRM proficiency

Stakeholder liaison

Tools

CRM software

Practice management systems

Job description

Client Intake Coordinator (NDIS/Aged Care)

Sea Change Health Professionals

Shellharbour, NSW
In Office | Full-Time

Sea Change Health Professionals is a rapidly growing allied health provider supporting people across the NDIS and Aged Care sectors. Our team delivers occupational therapy, physiotherapy, behaviour support, and other allied health services across regional and metropolitan Australia.

We are looking for a Client Intake Coordinator who is energetic, personable and genuinely enjoys connecting with people. You’ll be the first point of contact for new referrals and enquiries, turning leads into clients and giving every referrer and family an exceptional first impression of Sea Change.

This is an office-based role in Shellharbour, suited to someone with a sales-style intake mindset who thrives on pace and gets satisfaction from converting an enquiry into a smooth start for a new client.

The Role

You will own the front end of our client journey, from the moment a lead or referral lands to the point the client is ready for their first appointment. Your responsibilities will include:

• Receiving, triaging and processing new leads and referrals quickly and accurately
• Responding promptly to enquiries by phone, email and online channels
• Engaging with prospective clients, families and carers to understand their needs and guide them through our services
• Building and maintaining strong relationships with referrers, support coordinators, plan managers, GPs, hospitals and other external stakeholders
• Converting enquiries into confirmed clients, following up leads and keeping the pipeline moving
• Completing new client onboarding, including data entry, service agreements and documentation
• Working closely with clinicians and the operations team to match clients with the right service and timeframe
• Keeping our CRM and practice management system accurate, current and up to date
• Tracking referral sources, conversion and turnaround times, and supporting intake reporting

About You

You are a confident communicator who enjoys talking to people, can build rapport quickly, and is motivated by getting things done. You’re comfortable in a fast-paced, high-volume environment and don’t let leads slip through the cracks.

We are looking for someone who has:

• Experience in an intake, sales, business development or client-facing role (NDIS, aged care or allied health experience highly regarded)
• Excellent phone and written communication skills, with a natural, professional and persuasive manner
• A track record of managing high volumes of enquiries and following up promptly
• The ability to build trust and rapport with clients, families and external stakeholders
• Strong organisational and multitasking skills, with high attention to detail
• Confidence using CRM and practice management systems
• A proactive, resilient and solutions-focused mindset

Knowledge of the NDIS and Support at Home or aged care referral pathways will be highly regarded.

What We Offer

• Stable full-time role based in our Wollongong office
• Supportive and collaborative team culture
• Opportunity to grow within a rapidly expanding allied health organisation
• Meaningful work helping people access the support they need
• Long-term career opportunities

Requirements

Successful applicants will require:

• NDIS Worker Check
• Ability to legally work in Australia
• Ability to work on-site in our Wollongong office (this is not a remote role)
• Strong attention to detail and organisational skills

About Sea Change Health Professionals

Sea Change Health Professionals provides community-based allied health services across Australia, supporting people through the NDIS, aged care, and community health systems. Our focus is delivering high-quality care while creating a positive and supportive environment for both clients and staff.