Intake Agent

Talentoma; Minnesota; Remote; USD 44,000 - 64,000; Full time

Benefits offered by this job

Health coverage

Job summary

Talentoma is seeking an Intake Agent to handle the first stage of nonmedical service requests. You will monitor queues, gather details, route inquiries, and coordinate with internal teams from a remote home office in Minnesota, USA. The role requires a 40-hour weekly commitment and flexible shift times.

You will use Zoho CRM, Acuity Scheduling, Jotform, and Microsoft Access to log, track, and hand off requests, ensuring accurate information and timely follow-ups across service teams.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience preferred in administrative intake, scheduling support, reception, or service coordination.
• Familiar with Zoho CRM, Acuity Scheduling, Jotform, and Microsoft Access after training.

Responsibilities

• Monitor assigned queues, incoming calls, emails, and online request forms to identify new intake items and respond in the order of established priorities.
• Welcome requesters, ask structured questions, and confirm contact details, requested service, preferred timing, and relevant background before routing each inquiry.
• Create and update intake entries in a CRM such as Zoho CRM, using clear notes that explain the request, actions taken, and next owner.
• Use a scheduling and calendar such as Acuity Scheduling to coordinate available appointment windows, send confirmations, and note changes communicated by requesters.
• Review submitted details for missing or conflicting information, then contact the requester through the appropriate channel to obtain clarification.
• Use a form builder such as Jotform to review incoming forms and ensure required fields are completed before an intake item moves forward.
• Search an internal request directory in a database such as Microsoft Access to identify the appropriate service team, contact, or routing path.
• Send complete handoff messages to coordinators or service teams, including the requester’s question, requested timing, and any follow-up needed.
• Escalate urgent, sensitive, repeated, or unclear intake matters to the intake team lead when standard routing steps do not resolve the issue.
• Close completed intake items after confirming the next step is communicated, and maintain quality through accuracy, timely turnaround, complete notes, and appropriate follow-up.

Skills

Verbal communication

Written communication

Remote work discipline

Attention to detail

Education

High school diploma

Tools

Zoho CRM

Acuity Scheduling

Jotform

Microsoft Access

Job description

Monthly Pay: $3,961 - $5,732 USD per month

An inquiry arrives through a shared queue, email, or phone line, gets checked, routed, scheduled, noted, and closed with a clear next step. The Intake Agent handles the first stage of nonmedical service requests, helping people reach the appropriate internal team with accurate information and timely coordination. This role sits within an administrative operations team and works under an intake team lead. The agent works with requesters, service teams, coordinators, and team leads to clarify needs and maintain orderly handoffs. This position is fully remote and work from home in Minnesota, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Monitor assigned queues, incoming calls, emails, and online request forms to identify new intake items and respond in the order of established priorities.


• Welcome requesters, ask structured questions, and confirm contact details, requested service, preferred timing, and relevant background before routing each inquiry.


• Create and update intake entries in a CRM such as Zoho CRM, using clear notes that explain the request, actions taken, and next owner.


• Use a scheduling and calendar such as Acuity Scheduling to coordinate available appointment windows, send confirmations, and note changes communicated by requesters.


• Review submitted details for missing or conflicting information, then contact the requester through the appropriate channel to obtain clarification.


• Use a form builder such as Jotform to review incoming forms and ensure required fields are completed before an intake item moves forward.


• Search an internal request directory in a database such as Microsoft Access to identify the appropriate service team, contact, or routing path.


• Send complete handoff messages to coordinators or service teams, including the requester’s question, requested timing, and any follow-up needed.


• Escalate urgent, sensitive, repeated, or unclear intake matters to the intake team lead when standard routing steps do not resolve the issue.


• Close completed intake items after confirming the next step is communicated, and maintain quality through accuracy, timely turnaround, complete notes, and appropriate follow-up.

Qualifications:

• High school diploma or equivalent.


• No experience required; related experience preferred in administrative intake, scheduling support, reception, or service coordination.


• Familiarity with handling incoming inquiries, gathering details through structured questions, and directing requests to appropriate contacts.


• Ability to use a CRM such as Zoho CRM, a scheduling and calendar such as Acuity Scheduling, and a form builder such as Jotform after training.


• Comfortable searching a database such as Microsoft Access and entering clear, factual intake notes for internal handoffs.


• Strong verbal and written communication for respectful conversations with requesters and concise updates to internal teams.


• Ability to follow established intake steps, protect private request information, and recognize when a team lead should be involved.


• Reliable computer, high-speed internet, and a quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.


• Authorization to work in the United States.


• Fully remote work supporting requesters and internal service teams from a home workspace.


• Structured onboarding and training on Zoho CRM, Acuity Scheduling, Jotform, and Microsoft Access.


• Regular check-ins with the intake team lead to review questions, handoffs, and developing knowledge.


• Skill building in intake, information gathering, request routing, database searching, and service coordination.

Benefits and Perks:

• Health coverage, paid leave, a 401(k), maternity leave, and stipends.