Intake Assistant

Talentoma; Oregon; Remote; USD 44,000 - 60,000; Full time

Benefits offered by this job

Health coverage

Paid leave

Maternity leave

Bonus opportunities

Stipends

Job summary

Talentoma is hiring an Intake Assistant to provide administrative support for client inquiries and scheduling from a remote home office in Oregon. The role requires a 40-hour week and emphasizes accurate notes, data entry, and timely communication with clients and staff.

The successful candidate will handle inquiries, verify information, and coordinate appointments using Zoho CRM and Google Calendar, while maintaining privacy and following team procedures. Training provided.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience handling inquiries, reception tasks, or appointment support is preferred, including volunteering.
• Clear email and phone communication with patients/clients.
• Familiarity with client databases and calendar tools.
• Ability to follow team guidance and maintain accurate notes.

Responsibilities

• Monitor the shared intake queue for incoming emails, online requests, and phone messages, identifying new inquiries and requests needing another response.
• Check each request for contact information, requested service, availability, and a clear description of the assistance needed before preparing the next step.
• Enter and update client details in a CRM such as Zoho CRM, checking for existing entries to avoid creating duplicate contacts.
• Ask clients for missing information using approved questions, explain the intake steps, and record responses without requesting unnecessary personal details.
• Organize appointment options in a Scheduling and calendar tool such as Google Calendar, checking staff availability and client preferences before requesting confirmation.
• Send appointment confirmations and preparation information, checking that dates, contact methods, and instructions match the details agreed with the client.
• Route completed intake summaries to the appropriate scheduling coordinator or service staff member, including the request purpose and any unanswered questions.
• Follow up on unanswered inquiries and pending confirmations according to team procedures, recording each attempt and updating the request status.
• Escalate unclear service requests, conflicting appointment details, or repeated contact difficulties to the intake team lead rather than making unsupported decisions.
• Close completed requests after confirming the handoff; quality is judged through accuracy, turnaround, complete notes, and appropriate follow-up on outstanding items.

Skills

Clear communication

Attention to detail

Organizational skills

Customer service

Education

High school diploma or equivalence

Tools

Zoho CRM

Google Calendar

Job description

Monthly Pay: $3,964 - $5,334 USD per month

Summary:

A service inquiry arrives, gets checked for missing information, reaches the right contact, and closes with clear notes. The Intake Assistant provides administrative support throughout this process so clients receive accurate next steps and appointment details. The position sits within the administrative support team and works under an intake team lead. It works with clients, scheduling coordinators, and service staff to keep requests organized without making service decisions. This is a fully remote, desk-based work from home position in Oregon, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Monitor the shared intake queue for incoming emails, online requests, and phone messages, identifying new inquiries and requests needing another response.
• Check each request for contact information, requested service, availability, and a clear description of the assistance needed before preparing the next step.
• Enter and update client details in a CRM such as Zoho CRM, checking for existing entries to avoid creating duplicate contacts.
• Ask clients for missing information using approved questions, explain the intake steps, and record responses without requesting unnecessary personal details.
• Organize appointment options in a Scheduling and calendar tool such as Google Calendar, checking staff availability and client preferences before requesting confirmation.
• Send appointment confirmations and preparation information, checking that dates, contact methods, and instructions match the details agreed with the client.
• Route completed intake summaries to the appropriate scheduling coordinator or service staff member, including the request purpose and any unanswered questions.
• Follow up on unanswered inquiries and pending confirmations according to team procedures, recording each attempt and updating the request status.
• Escalate unclear service requests, conflicting appointment details, or repeated contact difficulties to the intake team lead rather than making unsupported decisions.
• Close completed requests after confirming the handoff; quality is judged through accuracy, turnaround, complete notes, and appropriate follow-up on outstanding items.

Qualifications:

• High school diploma or equivalent.
• No experience required; related experience handling inquiries, reception tasks, or appointment support is preferred, including experience gained through volunteering.
• Basic understanding of intake steps, appointment confirmations, and routing inquiries to the appropriate person without making commitments on their behalf.
• Familiarity with client databases and calendar tools is preferred, including checking existing entries and keeping appointment details consistent across updates.
• Ability to communicate clearly by email and phone, ask focused questions, and explain routine next steps in a patient, professional manner.
• Ability to compare information carefully, spot missing details, and keep concise notes that another team member can understand without additional explanation.
• Ability to handle client information discreetly and follow team instructions for access, updates, and sharing with the correct service contact.
• A reliable computer, high-speed internet, and quiet private workspace; availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work from home with desk-based responsibilities and no travel or physical service duties.
• Structured onboarding and training on the named systems, with guided practice in intake handling, appointment updates, and clear client notes.
• Regular check-ins with the team lead to review questions, discuss feedback, and clarify next steps.
• Opportunities to build intake administration, client communication, information verification, and scheduling support skills through everyday work.
• Health coverage, paid leave, maternity leave, bonus opportunities, and stipends.