Intake Coordinator

Intake Coordinator

Weatherization Assistance Program

Position Summary

The Intake Coordinator serves as one of the first and most important points of contact for families seeking weatherization services.

We are looking for someone who is organized, compassionate, persistent, and willing to go the extra mile to help eligible households successfully navigate the application process. This is not simply a data-entry position. The right person takes ownership of each applicant, follows through, solves problems, and understands that behind every application is a real family waiting for help.

The Intake Coordinator works closely with applicants, agency staff, energy auditors, contractors, and program leadership to keep households moving efficiently from initial inquiry through eligibility determination and the next stage of weatherization services.

Key ResponsibilitiesApplicant Intake & Eligibility

• Respond to phone, email, online, and walk-in inquiries from households interested in weatherization assistance.
• Explain program eligibility requirements and the application process in clear, easy-to-understand language.
• Conduct initial applicant screenings and collect required household, income, utility, property, and supporting documentation.
• Review applications for completeness and accuracy.
• Verify documentation according to program requirements and agency procedures.
• Maintain accurate applicant records and enter information into required databases and tracking systems.

Follow-Up & Applicant Support

• Proactively follow up with applicants when documents or information are missing.
• Help applicants understand exactly what is needed to complete their file rather than simply marking an application incomplete.
• Make reminder calls, send texts or emails, and continue reasonable outreach to prevent eligible households from falling through the cracks.
• Identify barriers that may prevent an applicant from completing the process and help find appropriate solutions within program guidelines.
• Keep applicants informed about their status and what happens next.
• Provide respectful, patient service to elderly residents, individuals with disabilities, families with children, and households experiencing financial hardship.

Coordination & Case Management

• Track applications from initial contact through eligibility determination and handoff to the next stage of service.
• Coordinate with auditors, inspectors, program staff, contractors, and other team members as needed.
• Maintain organized files and documentation for program monitoring, reporting, and audits.
• Identify stalled applications and take action to move them forward.
• Escalate unusual eligibility questions, documentation issues, or client concerns to the appropriate program staff.
• Assist with scheduling appointments and communicating appointment requirements to households.
• Maintain confidentiality of applicant and household information.

Outreach & Going the Extra Mile

• Help reconnect with applicants who have stopped responding or have incomplete applications.
• Participate in community outreach events, application drives, and other efforts to reach eligible households.
• Build positive relationships with community organizations and referral partners.
• Look for opportunities to improve the intake process and make it easier for families to access services.
• Be willing to pick up the phone, make the extra call, explain something one more time, or help an applicant identify an acceptable document when appropriate.
• Treat every household with dignity and remember that successful intake ultimately helps weatherization crews reach families who need safer, healthier, more energy-efficient homes.

What We're Looking For

The ideal candidate is:

• Extremely organized and detail-oriented.
• Friendly, professional, and comfortable speaking with people from many different backgrounds.
• Persistent without being pushy.
• Comfortable making frequent outbound calls and follow-ups.
• Able to manage multiple applicants and deadlines at the same time.
• A problem solver who looks for solutions instead of stopping at the first obstacle.
• Comfortable working with computers, databases, email, spreadsheets, and electronic documentation.
• Able to learn and consistently follow federal, state, and agency program requirements.
• Dependable and able to work both independently and as part of a team.
• Passionate about helping families and strengthening the community.

Preferred Qualifications

• Previous experience in intake, case management, customer service, social services, housing programs, community action, utility assistance, healthcare intake, workforce development, or a related field.
• Experience working with income-qualified or underserved households is a plus.
• Familiarity with the Weatherization Assistance Program, LIHEAP, utility assistance, housing programs, or other federally funded programs is strongly preferred but not required.
• Bilingual candidates are encouraged to apply where relevant to the community served.

The Person Who Will Thrive in This Role

We can teach the right person weatherization.

What is harder to teach is ownership.

We want someone who sees an incomplete application and thinks, “Let me call them and figure out what they need,” instead of simply moving it to an incomplete pile.

Someone who remembers that a missing document may be the only thing standing between a family and a warmer, safer, more affordable home.

Someone who follows up, communicates, keeps things moving, and takes pride in helping the entire weatherization team succeed.

No task is too small when it helps get a family served.

Pay: $14.25 - $17.00 per hour

Benefits:

• 403(b) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Paid training
• Vision insurance

Work Location: In person