Team and Intake Coordinator, Document Services

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We’ll help you succeed in a globally connected powerhouse of diverse teams and take your career wherever you want it to go.

Join EY and help to build a better working world.

The opportunity

You’ll join our Document Services team, in EY Canada’s Administrative Workplace Services (AWS), helping support the important business enablement functions that keep our organization running strong. As a driven administrative professional, you will work across teams to provide the knowledge, resources and tools that help EY deliver exceptional quality service to our clients, win in the marketplace and support EY’s growth and profitability.

As a Team and Intake Coordinator, you’ll play a central role in connecting people, priorities and resources. You’ll provide guidance and support to the team while coordinating incoming pursuit, creative and document production requests. Working across Document Services, Pursuits, Creative Studio, and other support teams, you’ll help ensure requests are clearly understood, appropriately prioritized and matched with the right resources. You also monitor and prioritize incoming work requests from internal customers, striving to understand and anticipate customers’ needs to exceed expectations.

You are a proactive and collaborative professional who enjoys bringing structure to a fast-moving environment, solving problems and creating a positive experience for both team members and internal customers.

This job posting relates to an existing vacancy within our organization.

Your key responsibilities

As a Team and Intake Coordinator, you will:

• Coordinate intake and workflow: Monitor incoming document production, creative and pursuit requests while collaborating with cross-functional teams. Review and log requests, clarify requirements and prioritize work based on urgency, complexity, required skills and available capacity. Maintain visibility of workloads, active assignments, changing priorities and upcoming demand.
• Support delivery: Monitor requests throughout the document lifecycle, including evolving requirements, multiple revisions and work that pauses or restarts. Identify potential scheduling conflicts, resource constraints and delivery risks, and bring forward practical solutions.
• Manage expectations: Work with internal customers to establish realistic timelines, negotiate deadlines when required and communicate changes or risks.
• Team and collaborate: Foster relationships built on trust and respect. Cultivate an inclusive environment where every team member feels acknowledged, supported and appreciated.
• Guide and support: Provide day-to-day guidance to team members, share knowledge and encourage consistent processes and ways of working.
• Communicate: Facilitate open and effective communication across the team and with internal stakeholders. Serve as a central point of contact for questions related to intake, resourcing, timelines and available services.
• Problem-solve: Anticipate challenges, identify issues and recommend solutions to keep work on track. Escalate concerns to the appropriate leader when required.
• Coordinate coverage: Act as a first point of contact for workload issues and absences. Help arrange backup coverage and identify when additional support or overtime may be required.
• Drive continuous improvement: Identify opportunities to simplify intake, improve hand-offs, strengthen workload visibility and enhance the customer and team experience.
• Embrace technology: Support the use of workflow technology, automation and AI tools to improve efficiency and scalability.
• Be an extension of the leadership team: Support and reinforce leadership priorities and help ensure team activities align with broader strategic goals.
• Maintain confidentiality: Handle sensitive and time-critical information with sound judgment, professionalism and discretion
  .

This role may require additional hours during peak pursuit periods.

Skills and attributes for success

• Demonstrated leadership, influence, and relationship-building skills.
• Strong organizational, time-management, and prioritization abilities in a fast-paced environment.
• Proven ability to coordinate workflows, manage resources, and balance competing priorities.
• Strategic thinker with strong problem-solving, decision-making, and sound judgment skills.
• Excellent customer service, stakeholder management, and communication skills, including with senior leaders.
• Adaptable, resilient, and proactive in anticipating customer and team needs.
• Strong attention to detail, commitment to quality, and ability to handle confidential matters with discretion.
• Experience leveraging AI, automation, and productivity tools to improve efficiency and outcomes.

To qualify for the role, you must have:

• Experience in project coordination, resource management, service delivery, or related operational environments.
• Post-secondary education and/or equivalent relevant experience.
• Proficiency with Microsoft 365, with a proven ability to learn customized workflow, intake and resource management tools.
• Excellent customer service skills and the ability to work effectively as part of a team.
• Strong written and verbal communication skills.
• The ability to recognize when to act independently and when to collaborate with others.
• Flexibility to work additional hours during peak periods.

Ideally, you’ll also have :

• Experience as a Team Coordinator, Intake Coordinator or Resource Coordinator.
• Knowledge of pursuit development processes.
• Experience coordinating work with evolving requirements across document production, creative, or pursuit teams.
• Experience using workflow management, intake or resource scheduling platforms.
• Experience supporting senior stakeholders in a deadline-driven professional services environment.

What we look for

We’re looking for someone who is motivated, organized and energized by helping others succeed. You bring clarity to competing priorities, build strong relationships across teams and remain composed when timelines or requirements change.

You are a thoughtful problem-solver who pays close attention to detail while maintaining a broader view of team capacity and business priorities. Most importantly, you are committed to creating a positive team experience and delivering responsive, high-quality service to internal customers.

EY reports salary ranges in accordance with applicable provincial pay transparency legislation. Individual salaries within the anticipated salary ranges noted below are determined through a wide variety of factors including but not limited to internal equity, education, relevant experience, knowledge, and applicable skill sets.

• Toronto : $63,200 - $94,800

Inclusiveness at EY

Inclusiveness is the heart of who we are and how we work. We’re committed to fostering an environment where differences are valued, policies and practices are equitable, and our people feel a sense of belonging. We embrace diversity and are committed to combating systemic racism, advancing gender equity and women in leadership, advocating for the 2SLGBTQIA+ community, promoting our neuroinclusion and accessibility initiatives, and are dedicated to amplifying the voices of Indigenous peoples (First Nations, Inuit, and Métis) nationally as we strive towards reconciliation. Our diverse experiences, abilities, backgrounds, and perspectives make our people unique and help guide us. Because when people feel free to be their authentic selves at work, they bring their best and are empowered to build a better working world.

Learn about our commitment to Inclusiveness at https://www.ey.com/en_ca/about-us/corporate-responsibility/equity

EY | Building a better working world

EY is building a better working world by creating new value for clients, people, society and the planet, while building trust in capital markets.

Enabled by data, AI and advanced technology, EY teams help clients shape the future with confidence and develop answers for the most pressing issues of today and tomorrow.

EY teams work across a full spectrum of services in assurance, consulting, tax, strategy and transactions. Fueled by sector insights, a globally connected, multi-disciplinary network and diverse ecosystem partners, EY teams can provide services in more than 150 countries and territories.

At EY, we use artificial intelligence (AI) tools as one element of our recruitment process to enhance efficiency and improve the candidate experience. While AI supports us in our process, human judgment and decision-making remain integral in our candidate experience. We are committed to the responsible use of AI, and our practices are continuously reviewed and refined to ensure they align with ethical principles and regulatory requirements.