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Newcomer Women's Services Toronto

Intake Coordinator - Admin Support (OBTP)

Toronto, ON, Canada

Hourly rate: $ 24.54 · Full-time

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Job details

Pay: Hourly rate: $ 24.54
Job type: Full-time
Apply by: Nov 25, 2026
Experience: 2 years’ experience in a community services environment or a related field
Working hours: 37.5 hours per week
Posting language: English
Posted: Oct 26, 2026

Original job description

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Intake Coordinator - Admin Support (OBTP)

Ontario Bridging Training ProgramsFull TimeToronto, ON$24.54 CAD per hour

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Position Title: Intake Coordinator - Admin Support (OBTP) (Leave Coverage)

Location: 245 Fairview Mall Drive, Unit 201, North York, ON, and with the possibility of working at any of our other locations.

Vacancy: Existing

Vacancy number: OBTP - 0007

Number of openings: 1

Hourly rate: $ 24.54

Hours: 37.5 hours per week, Full-time, In- person, 8:30pm - 5pm

Classification: Temporary - Full Time, up until November 2027 (Extended Leave Coverage)

Application Deadline: October 31, 2026, 11:59 PM EST

Position Summary

As a member of the Bridging Training Program Team, you will be involved in providing support to all service users of Newcomer Women’s Services Toronto (NEW). The Coordinator is the first point of contact for the organization and will assist in carrying out the administrative operations for all programs and services delivered from our Fairview location and in accordance with the standards set out by the organization and its funders.

The Intake Coordinator is responsible for efficiently and accurately answering enquiries on the phone and in person to new and existing clients, as well as providing general information in a warm professional manner ensuring customer service satisfaction at all times. In addition, the position is responsible for providing administrative support to staff ensuring that schedules are managed and data entries are entered in a timely manner. The Coordinator is also responsible for coordinating activities related to intake, customer service and employer accounts in CAMS, etc. The role will maintain contact with clients through intake and referrals and provide administrative support including filing and ensuring that schedules and databases have accurate information and are managed efficiently. The Coordinator will notify customers of new workshops and services. As well, the incumbent will work as part of the team to manage new and dormant files. The Coordinator will manage the resources in the reception by replenishing and ensuring they are current and reflect the needs of customers.

Duties & Responsibilities

Manage the front desk at the reception answering telephone and walk-in queries, accurately and efficiently by adhering to the agency’s customer service standards. The standards are defined as a level of quality service that meets or exceeds the expectations of the client according to the stated accountabilities for answering all inquiries
Support the all programs staff by acting as an agency triage by assessing client needs and providing accurate internal program referrals
Provide initial information about agency programs and services
Book clients for Intake appointments, information sessions and workshops by collecting tombstone information to ensure appropriate service and to reduce over booking. In addition, enter information into data management systems (CAMS and Internal OS) by collecting basic information to ensure appropriateness and for statistics
Maintain records of transactions and contacts with clients. In addition, enter and update client profiles into the organization’s database.
Provide clients with reminder notice to the sessions to ensure their participation.
Assist with scheduling appointments for all programs and services
Prepare file folders for case management and maintain an adequate supply of intake and assessment forms
Manage the file distribution process by ensuring that files assigned for case management are reflective of available employment consultants, and that files for unavailable (vacation, sick) staff are reassigned, in order to reduce client’s wait time
Prepare forms and enter employer and data in an error free manner and maintain the databases
Identify and address client issues through active listening and respond in a timely manner.
Assist with mail distribution both incoming and outgoing as well as ensure adequate supply of postage stamps for prompt delivery
Responsible for ordering office supplies and tracking inventory in an efficient way and Liaising with organizations suppliers/vendors as assigned
Provide Intake/statistical reports in order to ensure efficiency and track progress in service delivery
Actively listen to client issues and work with the team to address them and find resolution in a timely manner
Assist with outreach and marketing to promote the products and services of the organization to increase awareness and attract new customers
Ensure client satisfaction through maintaining ongoing, effective communication with clients, partners, and the community
Submit monthly Intake activity report to the Manager
Submit weekly operational report of Intake to the Manager
Other duties/tasks might be assigned by the Manager

Team Contributions and Expectations

Committed to the contribution toward program targets and outcomes as defined by the funders upholding organization’s mission/vision
Participate in training of new staff, practicum students and volunteers as required
Attend workshops and training as recommended by NEW
Take an active role in the upkeep of staff areas and offices
Participate on committees as needed

POSITION MINIMUM QUALIFICATION

Community College diploma in Business Administration
2 years’ experience in a community services environment or a related field
Knowledge of the newcomer settlement and Employment Ontario sectors with a good understanding of challenges faced by prospective immigrants, newcomers to Canada, women, and youth
Able to provide services and support to ensure the administrative functions of the office are running smoothly with ability to manage the front desk reception
Knowledge of community and government services
Organizational skills to manage and coordinate resources
Organized and tidy to maintain efficiency in the flow of information and an aesthetically pleasing work area
Able to work under pressure with competing demands and duties within tight timelines
Above average working knowledge of Windows environment including Word, Excel and Outlook and ability to provide computer troubleshooting
Strong interpersonal skills, cultural sensitivity and awareness as well as political acuity in order to interact with people from diverse backgrounds and other stakeholders
Exceptional patience, language sensitivity, client sensitivity and mature judgment including managing confidentiality
Well developed communication (written and verbal) creative problem-solving skills
Team player who is also able to take initiative

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If you’re passionate about leveraging your skills to make a social impact, we’d love to hear from you!

Newcomer Women’s Services Toronto is an equal opportunity employer and encourages applications from women, newcomers, and underrepresented groups.

Note: Accommodations are available upon request for all aspects of the selection process. Please inform us of any needs in advance.

Disclaimer: Artificial Intelligence (AI) tools will not be used in the screening, evaluation or selection of candidates. All applications are reviewed and assessed by our hiring team.

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More about this job

Responsibilities

Manage reception and respond to client inquiries, assess needs, coordinate intake appointments and referrals, and maintain accurate client records in CAMS and internal systems. Provide administrative support to program staff, manage files and office supplies, prepare intake reports, and help resolve client issues while promoting the organization’s services.

Requirements

A community college diploma in Business Administration and at least two years of experience in community services or a related field are required. Candidates should understand newcomer settlement and Employment Ontario services, have strong organizational, communication, and interpersonal skills, and be proficient with Windows, Word, Excel, and Outlook.

Skills

Front Desk Reception
Client Intake
Customer Service
Appointment Scheduling
Data Entry
Database Management
Client Referrals
File Management
Report Preparation
Microsoft Word
Microsoft Excel
Microsoft Outlook
Communication
Active Listening
Problem-Solving
Inventory Management

Visa sponsorship

Not detected in the job text

Keywords

CAMS
Internal OS
Microsoft Windows
Microsoft Word
Microsoft Excel
Microsoft Outlook
Client Intake
Newcomer Settlement
Employment Ontario
Community Services
Front Desk Reception
Customer Service
Client Referrals
Appointment Scheduling
Data Entry
Database Management
File Management
Intake Reporting
Employer Accounts
Outreach
Marketing
Office Administration
Inventory Management
Confidentiality
Cultural Sensitivity
Active Listening
Problem-Solving

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