Job Overview The Client Intake Officer welcomes clients, gathers accurate information, and helps guide each person through the intake process. This role combines interviewing, data entry, case management, and transparent communication to support organized, timely service. You will coordinate with colleagues to ensure client information is complete and next steps are understood. Your impact: accurate intake records help colleagues respond consistently and connect clients with appropriate support.

Duties

- Manage the client intake and onboarding process from initial engagement to successful handover.
- Explain onboarding requirements to clients, including retainer agreements, invoices, payment requirements, questionnaires, document checklists, and next steps.
- Verify client information, service requirements, agreed fees, and payment details before proceeding.
- Prepare retainer agreements using approved templates and authorized service scopes.
- Review agreements for accuracy, completeness, and consistency with approved terms.
- Maintain organized records of signed agreements, amendments, and related documentation.
- Escalate requests involving changes to fees, service scope, or contractual terms for management approval.
- Open client matters and initiate internal workflows once the required conditions have been fulfilled.
- Coordinate with the Administration, Finance, and Operations Teams to ensure timely and accurate file handovers.
- Identify missing information,



incomplete documentation, and onboarding delays, and take appropriate follow-up action.

Qualifications

- Previous experience in client intake, client onboarding, administration, customer service, or a similar role.
- Experience preparing agreements, invoices, and client documentation is preferred.
- Familiarity with CRM systems, case management software, and task-management platforms.
- Strong attention to detail and the ability to maintain accurate client records.
- Excellent verbal and written communication skills.
- Ability to explain processes and requirements clearly to clients.
- Strong follow-up, coordination, and time-management skills.
- Ability to manage multiple client files and competing priorities.
- Understanding of payment tracking, agreement execution, and onboarding procedures.

Required: Strong communication, interviewing, organizational, and time-management skills, with accurate data entry and confident computer operation using Microsoft Word, Excel, and Outlook. Preferred: English-French bilingual ability, case management experience, presentation skills, and strengths in leadership, supervising, or training and development. Pay: $20.67-$23.07 per hour

Expected hours: 40.0 per week

Ability to commute/relocate

- North York, ON: reliably commute or plan to relocate before starting work (required)

Experience:
- Administrative: 1 year (required)

Work Location: In person

📌 Client Intake Officer (North York)
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