Intake Manager

Intake Manager

Working hours: 9am-5pm SAST

Overview

We are seeking an experienced and highly organized Intake Manager to oversee the client intake process from initial inquiry through onboarding. This role serves as the first point of contact for prospective clients, ensuring a positive experience while managing lead conversion, intake documentation, scheduling, and coordination with internal teams. The ideal candidate is customer-focused, detail-oriented, and skilled at balancing relationship-building with administrative excellence.

Key Responsibilities

• Manage the full intake process from initial inquiry through client onboarding.

• Respond promptly to inbound calls, website inquiries, referrals, and other lead sources.

• Conduct intake calls to gather client information, assess needs, and determine eligibility for services.

• Build rapport with prospective clients and families while providing exceptional customer service.

• Convert qualified leads into active clients through effective communication and follow-up.

• Maintain accurate and up-to-date records within CRM, EMR, or intake management systems.

• Coordinate onboarding documentation, insurance verification, and required paperwork.

• Schedule consultations, assessments, and onboarding appointments with relevant team members.

• Collaborate closely with clinical, operations, and administrative teams to ensure smooth transitions into services.

• Track intake metrics, lead status, conversion rates, and onboarding progress.

• Follow up consistently with prospective clients to maximize enrollment opportunities.

• Identify and resolve intake-related issues while maintaining a high standard of client satisfaction.

• Ensure compliance with company policies, confidentiality requirements, and industry regulations.

Requirements

• 3+ years of experience in intake coordination, client services, admissions, customer success, or a related role.

• Strong sales, relationship-building, and client conversion skills.

• Excellent verbal and written communication abilities.

• Proven ability to manage a high volume of leads and inquiries simultaneously.

• Exceptional organizational skills and attention to detail.

• Experience using CRM, EMR, scheduling, or practice management systems.

• Strong follow-up and problem-solving abilities.

• Ability to work independently while collaborating effectively with cross-functional teams.

• Proficiency with Microsoft Office Suite and Google Workspace.

• Healthcare, ABA, behavioral health, home care, or service-based industry experience is preferred.

Benefits

• Comfortable working U.S. hours

• Remote work from home

Fraud Disclaimer:   the company will never request payment during recruitment or require in-person office visits. All official communication will come from the company email address. Please verify any suspicious messages with our team directly.