Intake Coordinator at Essential Services LLC – McMinnville, Oregon

Who We Are

At Essential Services LLC, we are more than a provider agency. We empower individuals with intellectual and developmental disabilities by connecting them with qualified Direct Support Professionals (DSPs) who provide personalized, in-home and community-based support.

Our Intake team ensures that every new client is onboarded accurately, efficiently, and with the highest level of care, setting the foundation for successful, long-term services.

About the Role

This is a full-time, in-office position, Monday through Friday from 9:00 AM to 5:00 PM.

As an Intake Coordinator, you are responsible for managing the intake process from initial documentation through onboarding readiness. You will review, organize, and maintain client records, ensuring all required information is accurate, complete, and compliant with internal and regulatory standards.

This role requires strong attention to detail, organization, and the ability to manage large volumes of information with accuracy. You will work closely with internal teams and external partners to resolve discrepancies, clarify requirements, and ensure a smooth and timely onboarding process.

You’ll play a critical role in maintaining the integrity of client records and supporting efficient service delivery from the very start.

Key Responsibilities

1. Manage Intake Documentation

- Review and process incoming client documentation to ensure completeness and accuracy

- Organize and maintain digital and physical records in alignment with internal standards

- Ensure all required materials are received, verified, and properly recorded

2. Ensure Accuracy & Compliance

- Evaluate documentation for consistency, accuracy, and adherence to requirements

- Identify discrepancies and work with appropriate parties to resolve issues

- Maintain high standards of data integrity and confidentiality

3. Coordinate Intake & Onboarding

- Collaborate with internal teams to support a smooth transition from intake to active services

- Communicate with case managers to clarify documentation requirements

- Support timely onboarding by ensuring all intake steps are completed efficiently

4. Maintain & Audit Records

- Update and maintain client records to ensure accuracy and accessibility

- Conduct routine checks to ensure documentation remains current and complete

- Organize information in a way that supports operational efficiency

5. Support Operational Alignment

- Assist in identifying client needs that impact staffing and service readiness

- Communicate relevant updates to internal teams to support coordination efforts

- Contribute to maintaining structured, reliable workflows across departments

6. Problem-Solve & Improve Processes

- Identify inefficiencies or gaps in intake workflows and recommend improvements

- Take initiative to resolve documentation or process-related issues

- Support continuous improvement efforts within the intake process

What We Offer

• $4,000/month salary with an evaluation at 90 days
• Medical, Dental, and Vision insurance
• 401(k) with annual pay increases
• Paid Time Off and Sick Time
• Mileage reimbursement at company events
• A workplace that values accuracy, accountability, and continuous improvement

Ready to Join Us?

We're reviewing applications now. If you’re detail-oriented, highly organized, and take pride in maintaining accuracy and structure, we’d love to hear from you!

Preferred Qualifications

1. Advanced proficiency in Microsoft Outlook, including email management, calendar coordination, and organization

2. Exceptional attention to detail with a proven ability to maintain high accuracy in documentation and data entry

3. Experience managing and organizing large volumes of information with strong consistency

4. Familiarity with Microsoft Office and ability to navigate multiple systems efficiently

5. Experience in administrative, intake, or document-heavy roles

6. Ability to identify discrepancies, missing information, or errors and resolve them independently

7. Strong organizational systems and personal workflow management

8. Experience working with confidential or sensitive information in a professional setting

9. Ability to prioritize tasks while maintaining accuracy in a fast-paced environment

10. Experience supporting compliance, records management, or regulated documentation processes

Note: Familiarity with the following is not required, but highly preferred:

• Individual Support Plans (ISP)
• Service Agreements
• Positive Behavior Support Plans (PBSPs)
• ODDS Change Forms
• ODDS Service Codes