Together We Can is looking for a caring, organized, and dependable Intake & Administrative Coordinator to help create a welcoming and well-supported experience for participants entering our Spirit Path program in Terrace, BC. This role is an important part of ensuring each participant’s transition into the program is smooth, respectful, and grounded in compassion, while also helping keep administrative systems, communications, and facility operations running effectively.
The Intake & Administrative Coordinator is responsible for supporting incoming participants, maintaining accurate and organized records, managing facility supplies, and providing front-facing administrative support such as answering phones and general emails.
What you will do
Intake support
- Train and orient new staff and volunteers on intake procedures and paperwork
- Meet virtually or in person with prospective participants to discuss what to expect, available services, and participant expectations in a collaborative and supportive way
- Schedule daily intakes in a timely and efficient manner during business hours
- Coordinate participant pickups or transportation when individuals are located in close geographic proximity to the facility
- Help address immediate participant concerns, including medical, detox, legal, and financial needs
- Collect required personal information, complete intake paperwork, and enter digital forms into FYI or Salesforce
- Meet daily with the Program Coordinator to support communication and continuity of care
- Search participant belongings for contraband and dispose of prohibited items appropriately, including narcotics, paraphernalia, unlabelled medications, and weapons
- Review dietary forms, take participant photos for FYI or Salesforce, and go through the orientation package with each new participant
- Tour participants around the property and their micro suite, and introduce them to the Case Manager
- Check in with participants within 7 to 14 days of intake to help ensure their needs are being met
Administrative support
- Maintain digital and paper files in a secure and organised manner for efficient access
- Investigate and file incident reports as required
- Order, receive, and track facility inventory, including food, cleaning, office, and household supplies
- Help manage vehicles, including reporting damage, tracking drivers, securing keys, monitoring fuel levels, and arranging maintenance
- Work with the Program Coordinator and the funder to support compliance with policies and procedures
- Track metrics and prepare reports required under the service agreement with the funder
- Track and submit referrals to partner organisations and services as required
- Manage incoming packages and mail
- Answer the business line and general emails
- Maintain positive working relationships with vendors and service partners
- Schedule employees
What you bring
- A diploma or higher level of education in Business Administration, or at least 5 years of experience in a health-care administrative role
- Naloxone training
Skills and strengths
- Strong attention to detail and the ability to maintain accurate records and follow clear processes
- A high standard of conduct, sound work ethic, and flexibility in a dynamic environment
- Basic computer, phone, and office equipment skills, including email, Microsoft Word, Microsoft Excel, internet use, fax, and copier functions
- Effective verbal communication and listening skills
- Basic conflict resolution skills and the ability to work cooperatively as part of a team
- Compassion, professionalism, and a willingness to continue learning and growing through ongoing training and education
Why join us This is a meaningful opportunity to support people at an important point in their journey. The Intake & Administrative Coordinator helps create first impressions that are welcoming, organized, and grounded in dignity, while also supporting the behind-the-scenes systems that help a program run well. This role is ideal for someone who values compassionate service, believes in the importance of clear and respectful communication, and wants to contribute to a team that is focused on helping people feel safe, supported, and connected. How to apply
If you are a compassionate and highly organized professional who wants to support both people and program operations in a meaningful way, we encourage you to apply through Indeed.
Pay: $26.00-$28.00 per hour
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Vision care
Work Location: In person
