Administrative & Intake Coordinator

Reports To: Care Centre Associate

Position Overview:

The Admin and Intake Coordinator play a vital role in supporting the smooth operation of programs and services by providing efficient administrative support and managing the intake process for clients and volunteers. This role ensures that communication, documentation, and scheduling are accurate, timely, and well-organized. The ideal candidate will be detail-oriented, proactive, and skilled in maintaining systems, managing correspondence, and coordinating between staff, leadership, and external contacts.

Key Responsibilities

Administrative Support

  • Maintain and update records, files, and documentation in digital format.

  • Provide general administrative support including data entry, filing, printing, scheduling, and minute-taking.

  • Support program operations through preparing meeting materials, reports, and communication updates.

  • Manage inventory of office supplies and ensure all materials for programs and services are stocked and organized.

  • Assist with coordination of events, meetings, and training sessions.

  • Maintain confidentiality and professionalism in all aspects of the role.

Systems Management

  • Log and update daily tasks, communication records, and project progress within ClickUp.

  • Monitor and manage assigned workflows, ensuring tasks are completed within deadlines.

  • Collaborate with team members to ensure project boards and databases are accurate and up to date.

  • Identify and report any system or process gaps to leadership for improvement.

Communication & Information Management

  • Manage the shared departmental email inbox, responding to inquiries in a timely and professional manner.

  • Route incoming messages, requests, and information to appropriate staff or departments.

  • Draft and send general correspondence, announcements, and follow-ups as needed.

  • Maintain organized digital communications and ensure important information is recorded and accessible to the team.

Intake Coordination

  • Oversee the intake process for new clients and volunteers — from initial inquiry to onboarding completion.

  • Review and verify application forms, ensuring all required documentation is received and accurate.

  • Confirm intake interviews or appointments; follow up with applicants and Care Provider within the referral process.

  • Maintain intake tracking logs, update ClickUp and related systems with applicant progress, and flag pending or incomplete items.

  • Coordinate with relevant staff or leadership to ensure a smooth transition from intake to active participation in programs.

  • Provide a welcoming and supportive experience for all individuals engaging with the organization.

Qualifications & Skills

  • Minimum of 1 year of experience in administration, client services, or coordination roles.

  • Enrolled or completion of Social Service Work Program an asset.

  • Strong organizational and multitasking abilities with keen attention to detail.

  • Excellent written and verbal communication skills.

  • Proficient in Microsoft Office Suite, Sharepoint, Paperform, and project management tools (ClickUp experience preferred).

  • Ability to handle confidential information with discretion.

  • Friendly, professional demeanor with a heart for service and collaboration.

  • Experience working in a nonprofit, or community-based setting is an asset.

Working Conditions

  • This role may include both onsite and remote administrative tasks.

  • Occasional evening or weekend availability may be required for events or meetings.