Intake Coordinator

vpi inc.; Vaughan; On-site; CAD 32,000 - 42,000; Full time

Job summary

VPI is recruiting for a Mississauga-based branch to support Employment Ontario services, focusing on welcoming clients, verifying eligibility, and coordinating intake. The role emphasizes assisting job seekers with barriers across diverse groups.

You will manage client records across CRM systems, schedule appointments, and collaborate with community partners to drive referrals, while maintaining high standards of accuracy and privacy.

Qualifications

• Experience in front-desk or receptionist role preferred.
• Strong communication and organizational skills.
• Ability to manage multiple tasks and maintain records accurately.
• Proficiency with CRM databases and standard office software.

Responsibilities

• Greet and welcome all clients to the branch.
• Respond to inbound inquiries via portals, emails and calls.
• Explain program requirements and confirm eligibility.
• Create and maintain client records, ensuring information is complete.
• Schedule appointments and maintain accurate, up-to-date calendars.
• Schedule intake appointments in alignment with established branch targets.
• Contact clients with appointments scheduled for the following day to provide reminders and confirm attendance.
• Collaborate with community partners to increase referral leads and maintain existing referral relationships.
• Maintain complete and up-to-date client files across multiple CRM databases, including case notes, action plan items, and calendar entries.
• Support additional business initiatives and perform administrative duties as required.

Skills

Interpersonal communication

Active listening

Organization & time management

Customer service

CRM software

Attention to detail

Multitasking

Job description

VPI is a Service Provider for Employment Ontario, which is funded by the Ontario Government to support jobseekers and employers.VPI has been delivering employment programs for more than 30 years and is based in Mississauga, operating in multiple locations across Southern Ontario. Our organizational values rest on 4-pillars which are Ethics, Passion, Innovation, and Courage which support the desire and passion to make a positive and sustainable impact for the individuals we serve.

VPI Employment Services embraces and encourages inclusivity and diversity in the workplace. We are committed to providing accessible employment practices and creating a work environment that encourages and supports our team members be their authentic selves.

This position is being recruited to fill an existing vacancy

We are seeking out individuals who have the passion and drive to make a positive and sustainable impact for the individuals we serve. Providing exceptional client experience; creating an environment where clients feel safe, heard, supported, and see progression with skill development, and life stabilization support, leading to sustainable employment and career development.

Role Overview

Demonstrate comprehensive knowledge of our services, eligibility of programs that we administer through Employment Ontario, and how we can support the individual needs of job seekers. With a focus on job seekers that have higher barriers and are furthest from the labor market which also includes individuals from inclusive groups, Youth at with Higher Support Needs, Indigenous, People with Disabilities, Newcomers to Canada, and racialized people.

Key Job Functions

• Responsible for greeting and welcoming all clients to the branch.
• Respond to all inbound inquiries through various portals, emails and incoming telephone calls.
• Explain program requirements and confirm eligibility of client to participate.
• Create and maintain client records, ensuring information is complete
• Schedule appointments and maintain accurate, up-to-date calendars.
• Schedule intake appointments in alignment with established branch targets.
• Contact clients with appointments scheduled for the following day to provide reminders and confirm attendance.
• Collaborate with community partners to increase referral leads and maintain existing referral relationships.
• Maintain complete and up-to-date client files across multiple CRM databases, including case notes, action plan items, and calendar entries.
• Support additional business initiatives and perform administrative duties as required.

Skills & Abilities

• Strong interpersonal skills with the ability to build rapport with clients and colleagues.
• Excellent active listening and verbal communication skills.
• Strong critical-thinking and problem-solving abilities.
• Effective time-management, organizational, and multitasking skills.
• Comfortable use of technology to improve processes and efficiency.
• Demonstrates integrity, professionalism, and a strong work ethic.
• Able to work effectively in a fast-paced environment while managing competing priorities.
• Detail-oriented with a commitment to producing high-quality work.
• Highly motivated, results-driven, dependable, and collaborative.
• Comfortable working towards and achieving established performance targets.

While we thank all applicants for their interest, only those selected for an interview will be contacted by the Human Resources team.