Intake Coordinator

Work setup: Hybrid. Must be open to travelling to multiple clinics: Oakville, Waterloo, Mississauga, and Burlington
Schedule:  Monday, Wednesday, and Friday at 9am-5pm EST; Tuesday and Thursday at 10am-6pm EST 

The Intake Coordinator supports Clinic Managers/Department Head and Directors in identifying clients who are interested, available and suitable for Monarch House services. They are there to ensure that clinic hours are maintained by proactively preparing for service vacancies. The Monarch House Intake Coordinator is the initial point of contact and acts as a resource navigator for new clients and their caregiver. This involves welcoming and introducing the services of Monarch House to new clients, while helping them navigate their clinical assessment and treatment options through a simplified, engaging, and positive client and caregiver experience. 

Take an inside look at what you will do each day:  

• Receive and respond to referrals from various sources (online, phone calls, emails, etc.) across all departments 
• log all new referrals accurately and efficiently 
• Maintain all spreadsheets related to client intake (client call log, waitlists, etc.) and the Client Relations Management (CRM) system as applicable 
• Receives and processes referrals accurately and efficiently, maximizing conversion rates from client intake to on-going service treatment, and according to operational priorities interact with staff, clients, caregivers, and other stakeholders in a fast-paced environment, with a high level of professionalism and confidentiality 
• Establish and maintain external relationships with funding and referral sources as well as any other stakeholders (i.e., charities, advocacy groups, etc.) 
• Provide all aspects of service coordination for new clients 
• Responsible to be the primary point of contact for clients and caregivers throughout the intake process 
• Ensures completion of service agreement/service contract/intake forms and all necessary paperwork (including required consents as applicable) and renewals; identify meetings required with external stakeholders and MH staff 
• Monitor requests for service and identify new service opportunities 

Here is what you will need to be successful:  

• Minimum 1 year of experience in Customer Service, Scheduling and/or Coordination
• Computer skills – Microsoft Office Suite, ability to use and utilize scheduling systems
• Open to evening shifts and traveling to clinics when needed.  
• Available at the above times (but may not be scheduled for all)  
• Efficient time management skills  
• Personable   
• Sales experience is an asset   
   

What can Monarch House offer you

We are proud of our friendly environment, supportive leadership and the knowledgeable team members who make it all possible. That is why we do everything we can to show our appreciation. Our training, mentoring and education programs will provide you with opportunities for continued learning, support, and guidance whenever you need it.

• Competitive compensation
• Supervision hours for aspiring and provisionally registered clinicians
• Access to mentorship, premium resources, and subscriptions for professional growth and development
• Comprehensive health benefits for you and your family (if eligible)
• Flexible work options: choose from 3-day, 4-day, or 5-day work week (for clinicians only)
• Seamlessly move to different clinic locations across Ontario, Alberta, or British Columbia
• Join our annual Best Practice Day for learning and reflection with our national community of clinicians
• Enjoy Paid Time Off and Wellness Days (pro-rated for hourly staff)
• Exclusive unlimited employee discounts (e.g. hotels, cinema tickets, Apple products and more)
• Mileage covered (for float staff and clinicians travelling to multiple centers and/or the community)

Meet your Monarch House team

Established in 2009 in British Columbia as an interdisciplinary treatment centre for individuals with autism spectrum disorder (ASD) and their families, Monarch House has now expanded its geographic network and services to include the full range of services for individuals with academic, behaviour, communication, learning, motor, physical, speech, social and vocational needs.

Monarch House is a dynamic team of professionals providing challenging career opportunities and fulfilling roles in British Columbia, Alberta, and Ontario. Our professional staff work collaboratively and/or individually with each client and specifically tailor services to their needs. Our services can be provided in our centres, at clients’ homes and schools, in the community, and in specialized housing settings. Working with the fields’ thought leaders, we conduct our own research and are committed to continuous learning to provide the most effective treatments possible.

Monarch House is an Equal Opportunity Employer

We celebrate diversity and are committed to creating an inclusive environment for all employees. Your unique perspective is what makes us stronger.

We're a Future-Forward Organization
At Monarch we are committed to innovation and continuous improvement. As a future-focused team, we embrace technology and evolving tools to support our growth and success. We encourage the use of AI and other digital solutions to streamline work, enhance productivity, and stay ahead in a fast-moving landscape.

As such, we value candidates who are comfortable leveraging AI tools to organize their work, solve problems, and manage tasks efficiently. If you’re tech-savvy, adaptable, and excited by the possibilities of working smarter with emerging technologies, we’d love to hear from you.