Project Service Center Intake Coordinator

We are seeking a professional, organized, and detail-oriented Intake Coordinator to support daily office operations and serve as the primary receptionist for two companies. This role is responsible for managing incoming communications, data entry, customer interactions, documentation processing, and general office coordination. The ideal candidate will possess excellent communication skills, strong multitasking abilities, and the ability to maintain professionalism in a fast-paced office environment. Key Responsibilities Receptionist & Front Office Duties Answer, screen, and transfer incoming calls for two companies in a professional and courteous manner Greet visitors, clients, vendors, and staff Route messages and calls to the appropriate departments or personnel Monitor voicemail messages and ensure timely follow-up Manage incoming and outgoing mail, deliveries, and fax communications Maintain a professional and organized front office environment Data Entry & Office Support Enter and maintain accurate data within company systems and databases Review records for accuracy and completeness Organize and maintain electronic and physical files Assist with scanning, copying, filing, and document management Support office operations and administrative tasks assigned Processing Requests & Documentation Process requests for quotes, purchase orders, and supporting documentation Verify all information prior to submission Follow up on pending requests to ensure timely completion Prepare reports, spreadsheets, and office correspondence Maintain organized documentation and records Customer & Client Communication Communicate professionally with clients, vendors, and internal staff Respond to inquiries regarding requests, documentation, and office matters Escalate concerns or issues to the appropriate personnel when needed Maintain confidentiality in all communications and records Outlook & Communication Management Manage calendars, appointments, and email communications through Microsoft Outlook Coordinate meetings, scheduling, and reminders Maintain organized email folders and communication tracking Fax & Document Management Receive, distribute, and manage incoming faxes and documents Ensure important documents are routed promptly to the correct personnel Maintain accurate records of received and distributed documentation Project & Team Support Assist with special projects and office initiatives Support reporting, research, and data collection activities Collaborate with team members to maintain efficient office operations Provide backup support to departments as needed Qualifications & Skills Strong organizational and multitasking abilities Excellent verbal and written communication skills Professional phone etiquette and customer service skills Strong attention to detail and accuracy Ability to work independently and as part of a team Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel Ability to manage confidential information professionally Preferred Experience Previous experience in reception, intake coordination, customer service, or office support preferred Experience handling multi-line phone systems and office communications Familiarity with data entry and document management processes preferred Employment Requirements Must successfully pass an FBI background check prior to employment Must maintain confidentiality of sensitive company and client information Work Environment Fast-paced office setting Frequent communication with clients, vendors, and internal departments Position requires sitting, computer use, phone communication, and multitasking throughout the workday

Top of Form Bottom of Form Pay:

$18.00 - $19.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person