Remote Intake Coordinator

Talentoma; Oregon; Remote; USD 44.000 - 60.000; Vollzeit

Benefits dieser Stelle

Health coverage

Paid leave

Maternity leave

Bonus opportunities

Stipends

Zusammenfassung

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.

Qualifikationen

• 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.

Aufgaben

• 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.

Kenntnisse

Clear communication

Attention to detail

Organizational skills

Customer service

Ausbildung

High school diploma or equivalence

Tools

Zoho CRM

Google Calendar

Jobbeschreibung

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.