V104 - Intake Specialist | Client Intake and Operations Coordinator

Summary

Job Duck connects professionals with rewarding remote opportunities supporting US-based employers. The Client Intake and Operations Coordinator supports prospective and active families through intake, onboarding, communication, documentation, scheduling, and day-to-day operations. The role also coordinates student placements with coaches and specialists while maintaining accurate records and timely follow-up.

Responsibilities

• Coordinate placements, schedules, cancellations, coverage, coach availability, and system updates
• Proactively follow up on outstanding issues, inactive clients, and pending commitments
• Respond to client inquiries, follow up on unresolved matters, and escalate concerns when needed
• Create and maintain accurate client profiles in company systems
• Coordinate meetings, schedules, events, trainings, and day to day operations
• Monitor communication channels, calendars, deadlines, records, and administrative tasks
• Serve as an administrative point of contact for active families
• Ensure required forms and agreements are completed
• Guide families through the onboarding process and communicate scheduling procedures, policies, and next steps
• Track referral sources and maintain accurate lead information
• Ensure every active lead has a clear next step
• Call prospective clients to discuss services and answer basic questions
• Monitor incoming calls, emails, text messages, website inquiries, and referrals
• Follow up on outstanding intake forms, agreements, payment information, and other onboarding requirements
• Work proactively to move qualified leads from initial inquiry to active client
• Consistently follow up with families who have expressed interest but have not yet scheduled
• Maintain accurate records of potential clients and their current status
• Gather necessary information regarding the student, family, requested services, availability, and location
• Respond promptly and professionally to prospective families
• Match students with appropriate coaches based on needs, qualifications, location, personality, and availability

Skills

• Time zone: CST
• Excellent command of English, both written and spoken, is required
• The role requires strong availability and reliability during scheduled working hours, including dependable internet and power access
• The ideal candidate should have demonstrated job stability and longevity in previous positions
• The position requires the ability to work independently while recognizing when an issue should be escalated to ownership
• Highly proactive and takes initiative without requiring constant direction
• Strong time management and organizational skills, with the ability to manage multiple priorities efficiently
• Excellent communication skills and professional interpersonal abilities
• Strong customer service orientation and a personable approach when interacting with prospective and active families
• Excellent written and spoken English
• Strong attention to detail and accuracy when maintaining client records, forms, calendars, spreadsheets, and internal documents
• Able to work independently, identify what requires attention, and determine when escalation is appropriate
• Comfortable working under pressure and managing responsibilities in a fast paced environment
• Self motivated, driven, and consistently focused on completing responsibilities
• Reliable and dependable, with consistent performance and strong follow through
• Adaptable and able to learn new systems, processes, and responsibilities quickly
• Strong problem solving and decision making abilities
• Able to proactively identify unresolved matters and take appropriate action to move them toward resolution
• Comfortable coordinating schedules and communicating with families, coaches, schools, partners, and internal stakeholders
• Passionate about education and interested in supporting students and families
• Demonstrates professionalism, discretion, and sound judgment when handling client information
• Experience in education, client services, administrative coordination, sales, customer service, or a related field is beneficial

Qualifications

Must Haves

• Time zone: CST
• Excellent command of English, both written and spoken, is required
• The role requires strong availability and reliability during scheduled working hours, including dependable internet and power access
• The ideal candidate should have demonstrated job stability and longevity in previous positions
• The position requires the ability to work independently while recognizing when an issue should be escalated to ownership
• Highly proactive and takes initiative without requiring constant direction
• Strong time management and organizational skills, with the ability to manage multiple priorities efficiently
• Excellent communication skills and professional interpersonal abilities
• Strong customer service orientation and a personable approach when interacting with prospective and active families
• Excellent written and spoken English
• Strong attention to detail and accuracy when maintaining client records, forms, calendars, spreadsheets, and internal documents
• Able to work independently, identify what requires attention, and determine when escalation is appropriate
• Comfortable working under pressure and managing responsibilities in a fast paced environment
• Self motivated, driven, and consistently focused on completing responsibilities
• Reliable and dependable, with consistent performance and strong follow through
• Adaptable and able to learn new systems, processes, and responsibilities quickly
• Strong problem solving and decision making abilities
• Able to proactively identify unresolved matters and take appropriate action to move them toward resolution
• Comfortable coordinating schedules and communicating with families, coaches, schools, partners, and internal stakeholders
• Passionate about education and interested in supporting students and families
• Demonstrates professionalism, discretion, and sound judgment when handling client information

Nice to Haves

• Experience in education, client services, administrative coordination, sales, customer service, or a related field is beneficial

Benefits

• Remote job opportunity