Job Title

Intake Coordinator Reports to: Director of Community Engagement | Location: Alberta (Hybrid) Classification: Part-Time | Approximately 20 hours per week (0.5 FTE) ABOUT ALBERTA WOMEN ENTREPRENEURS Alberta Women Entrepreneurs (AWE) supports women entrepreneurs at every stage of their business through Access to funds, Womens community and connections, and Essential learning and training. Our vision is that Albertas women entrepreneurs drive economic growth and achieve success on their own terms. AWE is guided by six core values: Respect, Trust, Inclusion, Client Focused, Curiosity, and Collaboration. AWE strives to be a trusted advisor and provider of services for its clients, THE voice for the community of women entrepreneurs in Alberta, and a thriving, future-focused organization values that shape every role within the team. PURPOSE OF THE ROLE The Intake Coordinator is often the very first person a woman entrepreneur speaks with at AWE. This role is AWEs front door a warm, knowledgeable first point of contact who listens carefully to each clients needs, helps them understand what AWE offers, and connects them to the right program or service at the right time. Reporting to the Director of Community Engagement and working closely with both the Learning Programs and Loans teams, the Intake Coordinator plays a critical navigation function ensuring that no client falls through the cracks and that every first interaction with AWE reflects the organizations commitment to being a trusted, client-centred advisor. This is a part-time role of approximately 20 hours per week. It is well-suited to someone who is personable, organized, and genuinely passionate about supporting women in business whether as an early-career professional, someone returning to the workforce, or an experienced administrator looking for a meaningful part-time opportunity. KEY RESPONSIBILITIES & ACTIVITIES Client Navigation & First Contact Serve as AWEs first point of contact for incoming client inquiries across all channels phone, email, and online Welcome prospective clients warmly and professionally; listen actively to understand their needs, stage of business, and goals Develop and maintain a thorough, current understanding of AWEs full suite of programs and services across the Learning and Loans teams Assess client needs and determine the most appropriate AWE program, service, or team to meet them Route clients to the right program or team member with a clear, warm handoff ensuring context is communicated so the client never has to repeat themselves Respond to inquiries in a timely and professional manner; follow up with clients who have not yet been connected to a program or service Provide general information, resources, and referrals to clients who may not yet be ready for AWEs programs Intake Administration & Records Complete accurate intake records for all new client interactions in AWEs CRM, ensuring data is captured consistently and completely Track client inquiries, referrals, and handoffs to ensure every client connection is followed through Adhere to PIPA and PIPEDA requirements in the collection, handling, and storage of all client information Support program registration processes in collaboration with the Learning Coordinator and Loans team as needed Maintain up-to-date knowledge of program availability, intake timelines, and eligibility criteria across both the Learning and Loans teams Team Liaison & Communication Act as a communication bridge between incoming clients and the Learning Programs and Loans teams, ensuring smooth and timely handoffs Communicate client trends, common questions, and intake patterns to the Director of Community Engagement and relevant team members Collaborate with the Learning Coordinator on program registration and participant onboarding for learning programs Support the Loans team by routing prospective loan clients and ensuring they are connected to the Lending Advisor in a timely manner Participate in team meetings and contribute to a collaborative, client-centred team culture Client Experience & Continuous Improvement Monitor and track client satisfaction and feedback from initial intake interactions Identify patterns in client inquiries and barriers to access; bring observations and recommendations to the Director of Community Engagement Contribute to the continuous improvement of AWEs intake processes, tools, and client-facing communications Support the maintenance of AWEs organizational calendar and awareness of upcoming programs and events AWE VALUES IN ACTION As the first voice many clients hear, the Intake Coordinator is a direct embodiment of AWEs values. Every interaction is an opportunity to make a woman entrepreneur feel welcomed, supported, and seen. Respect Greet every client with genuine warmth and regard for where they are in their journey, without judgment or assumption Trust Handle all client information with discretion and integrity; follow through on every commitment made during the intake process Inclusion Ensure that every woman who contacts AWE regardless of background, stage, or circumstances feels equally welcomed and supported Client Focused Keep the clients needs at the centre of every interaction; always ask what does this person need most right now? Curiosity Stay current on AWEs programs and the broader entrepreneurial landscape so you can connect clients with the most relevant and timely resources Collaboration Work closely and openly with both the Learning and Loans teams to ensure every client receives a seamless, connected experience EDUCATION & EXPERIENCE Diploma or degree in business administration, communications, social services, or a related field, or equivalent combination of education and experience Minimum one to two (12) years of experience in a client-facing, customer service, or administrative role Experience working with CRM or database systems Proficiency in Microsoft 365 (Outlook, Word, Teams) Considered Assets: Personal experience as an entrepreneur or small business owner Familiarity with AWEs programs or Albertas entrepreneurial support ecosystem Experience working with diverse or equity-deserving communities Experience in a non-profit or social enterprise environment KNOWLEDGE, SKILLS & ABILITIES Exceptional interpersonal and communication skills warm, professional, and genuinely client-centred Active listening skills; able to quickly understand a clients situation and identify the most helpful next step Strong organizational skills with attention to detail and the ability to manage multiple inquiries and follow-ups simultaneously Ability to develop and maintain a thorough working knowledge of AWEs programs and services across teams Comfortable working independently and managing time effectively within a part-time schedule Discreet and professional in handling confidential client information Adaptable and resourceful; able to navigate ambiguous situations with calm and good judgment Commitment to equity, diversity, and inclusion in all client and team interactions WORKING CONDITIONS Part-time role approximately 20 hours per week; schedule to be determined in consultation with the Director of Community Engagement Hybrid working arrangement combination of in-office and remote work Occasional flexibility required to support programs or events outside of core hours Repetitive use of computer, phone, and electronic equipment Role involves high-volume client contact and requires sustained energy, warmth, and professionalism