Team and Intake Coordinator, Document Services

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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