Client Intake Specialist Jobs
Client Intake Specialist jobs are open across healthcare, legal services, social services, and financial firms, at every level from entry-level to senior, with specializations in medical intake, legal case intake, and social services coordination. Scan the live roles below and apply to whichever ones fit.
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Client Intake Coordinator & Administrative Assistant
Walsh Engineering & Surveying, Inc. | El Cajon, CA | Full time, on site | Monday to Friday, 8:00 am to 5:00 pm
Pay: $22 to $26 per hour, depending on experience
About Walsh
Walsh Engineering & Surveying, Inc. is a civil engineering and land surveying firm serving homeowners, builders, developers and public agencies across San Diego County. Our team has been together for years, and we are investing in better systems and a stronger front office. Most of our clients start with a phone call, which makes this one of the most important roles in the company.
About the Role
We are looking for a friendly, organized Client Intake Coordinator to be the first point of contact for new and returning clients. About half of your time will be spent on the phones and managing new inquiries. The rest is administrative support for our engineering and survey teams and our leadership. This is a great fit for someone who enjoys talking with people, takes pride in accuracy and likes finding better ways to get things done.
Responsibilities
- Answer incoming calls and respond to client inquiries with a professional, helpful tone
- Gather project details from prospective clients, record them in our tracking system and route them to the right project manager
- Return missed calls and voicemails promptly and follow up with clients on pending proposals
- Maintain accurate inquiry and proposal records and help prepare weekly reports
- Support engineers and surveyors with research, records requests and agency submittals
- Provide administrative support to our leadership team, including scheduling, correspondence and meeting preparation
- Assist our Operations Manager with general office needs
- Keep electronic and paper project files organized
- Document procedures and look for ways to improve efficiency, including with AI tools
Qualifications
Required
- 2+ years of administrative, customer service or front desk experience with steady phone volume
- Clear, friendly phone manner and strong written communication
- Excellent attention to detail and accuracy
- Strong organization and follow-through, with the ability to manage multiple priorities
- Proficiency with Microsoft 365 (Outlook, Word, Excel) and comfort learning new software
- Reliable transportation and a valid driver's license for occasional local errands (mileage reimbursed)
Preferred
- Experience using AI tools such as ChatGPT, Claude or Copilot to work more efficiently
- Experience in engineering, surveying, construction, land development, permitting or another professional services setting
- Experience with a CRM or lead tracking system
- Bilingual in Spanish
Compensation and Benefits
- $22 to $26 per hour, depending on experience
- Benefits: health, vision, dental and life insurance, paid time off, paid holidays, 401k
- Room to grow into proposal coordination, client relations or executive support as the firm grows
How to Apply
Email your resume to careers@walsh-engineering.com with the subject line “Client Intake Coordinator” and include brief answers to these two questions:
- Why does phone-based client service appeal to you?
- Describe one way you have used AI or other technology to improve how you work.
Walsh Engineering & Surveying, Inc. is an equal opportunity employer. No agencies or recruiters, please.
Pay: $22.00 - $26.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Free parking
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Travel reimbursement
- Vision insurance
Work Location: In person
Client Intake Coordinator & Administrative Assistant
Walsh Engineering & Surveying, Inc. | El Cajon, CA | Full time, on site | Monday to Friday, 8:00 am to 5:00 pm
Pay: $22 to $26 per hour, depending on experience
About Walsh
Walsh Engineering & Surveying, Inc. is a civil engineering and land surveying firm serving homeowners, builders, developers and public agencies across San Diego County. Our team has been together for years, and we are investing in better systems and a stronger front office. Most of our clients start with a phone call, which makes this one of the most important roles in the company.
About the Role
We are looking for a friendly, organized Client Intake Coordinator to be the first point of contact for new and returning clients. About half of your time will be spent on the phones and managing new inquiries. The rest is administrative support for our engineering and survey teams and our leadership. This is a great fit for someone who enjoys talking with people, takes pride in accuracy and likes finding better ways to get things done.
Responsibilities
- Answer incoming calls and respond to client inquiries with a professional, helpful tone
- Gather project details from prospective clients, record them in our tracking system and route them to the right project manager
- Return missed calls and voicemails promptly and follow up with clients on pending proposals
- Maintain accurate inquiry and proposal records and help prepare weekly reports
- Support engineers and surveyors with research, records requests and agency submittals
- Provide administrative support to our leadership team, including scheduling, correspondence and meeting preparation
- Assist our Operations Manager with general office needs
- Keep electronic and paper project files organized
- Document procedures and look for ways to improve efficiency, including with AI tools
Qualifications
Required
- 2+ years of administrative, customer service or front desk experience with steady phone volume
- Clear, friendly phone manner and strong written communication
- Excellent attention to detail and accuracy
- Strong organization and follow-through, with the ability to manage multiple priorities
- Proficiency with Microsoft 365 (Outlook, Word, Excel) and comfort learning new software
- Reliable transportation and a valid driver's license for occasional local errands (mileage reimbursed)
Preferred
- Experience using AI tools such as ChatGPT, Claude or Copilot to work more efficiently
- Experience in engineering, surveying, construction, land development, permitting or another professional services setting
- Experience with a CRM or lead tracking system
- Bilingual in Spanish
Compensation and Benefits
- $22 to $26 per hour, depending on experience
- Benefits: health, vision, dental and life insurance, paid time off, paid holidays, 401k
- Room to grow into proposal coordination, client relations or executive support as the firm grows
How to Apply
Email your resume to careers@walsh-engineering.com with the subject line “Client Intake Coordinator” and include brief answers to these two questions:
- Why does phone-based client service appeal to you?
- Describe one way you have used AI or other technology to improve how you work.
Walsh Engineering & Surveying, Inc. is an equal opportunity employer. No agencies or recruiters, please.
Pay: $22.00 - $26.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Free parking
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Travel reimbursement
- Vision insurance
Work Location: In person
Client Intake Specialist Jobs by Experience Level
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Find Client Intake Specialist JobsClient Intake Specialist Job Market
Who's Hiring
What Employers Look For
The qualifications that appear most often in client intake specialist jobs.
- One to two years of experience in a client-facing intake, admissions, or reception role
- Proficiency with electronic health record, case management, or practice management software
- Knowledge of HIPAA privacy rules and confidential information handling procedures
- Strong data entry accuracy and experience collecting demographic, insurance, or case information
- Clear verbal and written communication skills for interacting with clients in distress or crisis
- Associate degree or higher in human services, healthcare administration, business, or a related field
Tips for Your Client Intake Specialist Job Search
Tailor your resume to intake workflows
Highlight specific intake tasks you've owned: screening callers, collecting demographic and insurance data, entering cases into case management systems, and routing clients to the right services. Generic administrative bullet points won't distinguish you from dozens of other applicants.
Apply early to roles that fit
Migrate Mate lists client intake specialist openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Match your resume to the sector's vocabulary
A healthcare intake listing uses terms like HIPAA, insurance verification, and EHR, while a legal intake role mentions conflicts checks and matter management. Mirror the exact language in each posting so your resume clears automated screening without changing your actual experience.
Prepare a scenario answer about a difficult caller
Interviewers for intake roles consistently ask how you handle distressed, confused, or hostile callers. Prepare a specific example that shows you gathered accurate information while keeping the interaction calm and professional, because that combination is the core of the job.
Get clear on the software stack before the interview
Many intake roles require immediate proficiency with a specific electronic health record platform, case management system, or practice management tool. Research which platforms the employer uses and be ready to describe your hands-on experience with each one by name.
Follow up with a detail from the interview itself
A thank-you note that references something specific from your conversation, such as a workflow challenge the hiring manager mentioned, signals that you listen carefully and retain information, which is exactly what intake work demands.
Client Intake Specialist Jobs: Frequently Asked Questions
Which companies are hiring the most client intake specialists?
Parmele Disability Advocates, Madea Home Care Services, and Caring for Others are hiring the most client intake specialists right now, with openings concentrated in Texas, Florida, and Illinois, based on current listings on Migrate Mate as of November 2026. Healthcare networks, legal aid organizations, and behavioral health providers consistently post the highest volume of openings.
How many client intake specialist jobs are remote?
About 52% of client intake specialist openings are fully remote or hybrid as of November 2026, with remote availability highest in roles focused on phone-based or chat-based intake rather than in-person client reception. Legal intake and insurance intake positions tend to offer more remote flexibility than medical or social services roles that require on-site client interaction.
How do you become a client intake specialist?
Start by building experience in a client-facing role such as medical receptionist, call center representative, or case aide, where you practice collecting information accurately under pressure. Earning an associate degree in human services, healthcare administration, or a related field strengthens your candidacy. Familiarity with common case management or electronic health record platforms makes you competitive for most openings without additional certifications.
Can you get hired as a client intake specialist with little or no experience?
Yes, many entry-level client intake specialist roles accept candidates with customer service, receptionist, or call center experience in place of direct intake experience. Emphasize any work where you collected personal data, handled sensitive conversations, or routed people to the right resource. Behavioral health and legal aid employers in particular often hire candidates willing to train on their specific intake protocols from scratch.
What does the client intake specialist interview process look like?
Most employers run a phone screen followed by one or two in-person or video interviews. Expect scenario questions about handling a distressed or uncooperative caller, maintaining data accuracy under time pressure, and following confidentiality procedures. Some healthcare and legal employers add a short written or typing assessment to verify data entry speed and accuracy before extending an offer.
Where can I find and apply to client intake specialist jobs?
You can find and apply to client intake specialist jobs on Migrate Mate, which lists current openings from across the United States. Search the listings for roles that match your background and apply directly to each one that fits your experience, sector preference, and location.
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