Client 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, Women’s community and connections, and Essential learning and training. Our vision is that Alberta’s 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 AWE’s front door — a warm, knowledgeable first point of contact who listens carefully to each client’s 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 organization’s commitment to being a trusted, client-centered 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 AWE’s 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 AWE’s 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 AWE’s programs

Intake Administration & Records

• Complete accurate intake records for all new client interactions in AWE’s 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-centered 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 AWE’s intake processes, tools, and client-facing communications

• Support the maintenance of AWE’s 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 AWE’s 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 client’s needs at the centre of every interaction; always ask ‘what does this person need most right now?’

• Curiosity — Stay current on AWE’s 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 (1–2) 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 AWE’s programs or Alberta’s 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-centered

• Active listening skills; able to quickly understand a client’s 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 AWE’s 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

POSTING OPEN UNTIL MAY 10, 2026.
We thank you for your interest in this position; only those selected for an interview will be contacted.