Intake Coordinator

Intake Coordinator

Spartan Emergency Water Removal is seeking a driven and empathetic Intake Coordinator to serve as the first point of contact for homeowners experiencing property damage. This is not a receptionist role - it is a fast-paced inside sales and emergency dispatch position where you will guide customers through stressful situations, assess their needs, and convert incoming calls into active jobs. You will act as the central hub between customers and field teams, ensuring every job is accurately set up and crews are dispatched quickly and efficiently.

Key Responsibilities

• Respond to all inbound calls, emails, and web inquiries with urgency and professionalism.
• Calm customers in emergency situations and guide them through immediate next steps.
• Assess damage, gather critical details, and document accurate job information.
• Request and review photos to verify scope and dispatch needs.
• Explain services and secure signed digital work authorizations on initial contact.
• Convert inquiries into scheduled jobs (no passive follow-ups).
• Schedule and dispatch crews with complete job details, including access and safety information.
• Create and maintain accurate job files in company systems.
• Verify service area eligibility and client history.
• Coordinate seamless handoff to Project Support for ongoing job management.

Qualifications

• 1-2 years in dispatch, inside sales, customer service, or restoration/insurance (preferred).
• Experience with multi-line phones or scheduling systems is a plus.
• Strong communication skills with the ability to de-escalate high-stress situations.
• Detail-oriented with accurate data entry skills.
• Sales-minded with confidence in closing and securing commitments.
• Ability to multitask in a fast-paced environment.
• Proficiency with CRM systems.
• Experience with digital signature platforms (e.g., DocuSign).
• Typing speed of 50+ WPM preferred.

Work Environment & Schedule

• Office-based role
• Requires extended periods of sitting, typing, and headset use.
• Full-time with rotating on-calls shifts.
• Overtime and weekend availability required.

Compensation: $18.00 - $22.00 per hour At Spartan Emergency Water Removal, we don't just offer jobs - we build careers. We're a fast-growing, forward-thinking team driven by innovation, collaboration, and a passion for excellence. We value fresh ideas, strong work ethic, and individuals who aren't afraid to grow, take ownership, and make an impact. Since 2015, Spartan has been Northern Virginia's trusted choice for mitigation and restoration services. As a proud Veteran-founded and operated company, we specialize in water, fire, mold, storm, asbestos, lead, and reconstruction services. Spartan is also Virginia's highest-rated water mitigation company, with over 1,000 5-star reviews. We proudly serve commercial and residential clients in Northern Virginia, Fredericksburg, Richmond, and the surrounding areas.