Intake & Administrative Coordinator

HAVE Support, Inc. is seeking a highly organized, professional, and detail-oriented Intake & Administrative Coordinator to support the organization's administrative operations and manage the front end of the participant inquiry and enrollment process.

This position serves as an important first point of contact for prospective participants, families, Coordinators of Community Services (CCSs), Support Brokers, referral sources, employees, and community partners.

The Intake & Administrative Coordinator is responsible for answering telephone calls and emails, scheduling and participating in Meet & Greets, documenting meeting notes, entering and maintaining inquiry records, tracking outstanding requirements, conducting follow-up, and ensuring qualified inquiries progress efficiently from Inquiry to Enrollment
.

The ideal candidate is highly organized, comfortable communicating with families and professionals, able to manage multiple cases and deadlines simultaneously, and committed to maintaining accurate records.

• Answer incoming telephone calls professionally and route calls to the appropriate department or team member.
• Monitor assigned organizational email inboxes and respond to routine inquiries in a timely manner.
• Forward clinical, programmatic, billing, HR, or other specialized questions to the appropriate department.
• Maintain professional communication with participants, families, CCSs, Support Brokers, referral sources, staff, and community partners.
• Schedule appointments, meetings, and other activities as assigned.
• Maintain calendars and assist with meeting coordination.
• Prepare correspondence and administrative documents as needed.
• Maintain confidentiality of participant, employee, and organizational information.

Serve as the primary administrative coordinator for new service inquiries received through:

• Telephone calls
• Email
• Website referrals
• Microsoft Bookings
• CCS referrals
• Support Brokers
• Families and guardians
• Community partners
• Other referral sources

• Create an inquiry record for each new prospective participant.
• Ensure required demographic and referral information is entered accurately.
• Obtain and verify participant and representative contact information.
• Record CCS and/or Support Broker information.
• Identify the services being requested.
• Identify Traditional or Self-Directed funding when known.
• Document requested service start dates and other important referral information.
• Record all significant telephone calls, emails, meetings, and follow-up activities.
• Review inquiry records for missing information.
• Maintain accurate inquiry statuses within HAVE Support Connect.
• Prevent inquiries from remaining inactive without a documented next action.

• Contact new referrals within established organizational response standards.
• Provide prospective participants and families with basic information regarding HAVE Support and available services.
• Send Meet & Greet scheduling information.
• Follow up with families, CCSs, Support Brokers, and referral sources when information or documentation remains outstanding.
• Track unsuccessful contact attempts.
• Maintain appropriate follow-up reminders and action items.
• Escalate inquiries requiring management attention.

The Intake & Administrative Coordinator will assist with coordination of prospective participant Meet & Greets.

• Schedule Meet & Greets using Microsoft Bookings, Teams, Outlook, or other approved systems.
• Send meeting invitations and confirmations.
• Confirm participant/family and professional contacts.
• Ensure the appropriate HAVE Support representative is invited.
• Send reminders when…