Administrative & Intake Coordinator

Job Description:

Administrative & Intake Coordinator

Hours: Full time (37.5 hours/week - hourly/non-exempt)

Reports to: Director of Housing Counseling

Salary range: $40,000-$45,000

Description:

As Administrative & Intake Coordinator, you will be the first point of contact for our organization. Duties include offering administrative support across the organization, welcoming guests, and greeting people who visit Mt. Airy CDC. You will also coordinate front-desk activities, including distributing correspondence and directing phone calls.

For Housing intake, you will perform a variety of clerical and administrative duties to assist our housing counselors. You will answer clients’ questions about the front end of the process (signing up for our First Time Homebuyer workshops, filling out the application, etc), and will also routinely support case management and client outreach.

To be successful in this position, you should have a pleasant personality, as this is also a customer service role. You will have to handle tasks in a timely and effective manner, while streamlining office operations. You should have strong organizational skills and the ability to prioritize your workload.

Ultimately, the duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

Job Duties

Welcome, direct, and announce visitors in a professional and pleasant manner, assisting and referring to appropriate staff

Answer and transfer telephone calls based on knowledge of Mt. Airy CDC departments. Check voicemail daily, and return calls pertaining to First Time Homebuyer workshop registrations.

Receive, sort, and distribute daily mail. Log checks received.

Filing, copying, and shredding files.

Order and maintain inventory of office supplies.

Ensure operability of office equipment and communication networks, arranging service when needed.

Assist with preparation of office and staff events from time to time.

Housing Counseling Intake:

Provide Housing Counseling callers/guests with workshop registration information

Provide potential clients with intake packets; Review intake documents from potential clients to let them know what documents are missing.

Notify counselor when client has arrived for a scheduled appointment

Create, download, and send attendance certificates

Schedule Zoom meetings for Workshops; email details to registrants

Update attendance sheet with registrant details

Set up client files by scanning or downloading documents

Email clients regarding documents missing or received

Schedule and create calendar appointments by adding client details to calendar, including documents for review

Email client with initial appointment date/time; confirmation follow up/Google Invite

Send documents for signature via DocuSign

Responding to emails/phone messages/troubleshooting

Client file creation and updates with additional document received

Moderate weekly workshops, as needed

Send Google calendar invites to Workshop presenters

Keep an inventory of applications copied and ready for distribution

Make copies for housing department and clients

Other duties as assigned

Requirements:

1+ years previous experience as a Receptionist, Front Office Representative, customer service, intake coordinator, or similar role; or equivalent combination of education and experience

Computer skills, including familiarity in Google Suite

Hands-on experience with office equipment (e.g. printers and computers, multi-line phones, etc.)

Professional attitude and appearance

Solid written and verbal communication skills

Ability to be resourceful and proactive when issues arise

Excellent organizational skills

Self-starter and problem solver

Multitasking and time-management skills, with the ability to prioritize tasks

Customer service oriented

Ability to lift up to 50 lbs.

Occasional night and weekend hours required

Benefits

Health insurance (including vision)

Dental coverage

Life insurance

Disability insurance (short term and long term)

Paid time off (PTO) and 13 paid holidays

Flexible spending account

403(b) retirement plan

About the Organization:

Founded in 1980, Mt. Airy CDC’s mission is to preserve, empower, and advance a vibrant and diverse Mt. Airy by stimulating community-centered neighborhood development.

The CDC works towards its mission in four program areas: 1) Housing Counseling, 2) Real Estate Development, 3) Business Services, and 4) Community Programs.

By joining us, you will engage in truly meaningful work that seeks to strengthen local schools; help families purchase their first home or stay in it when they experience hardships; improve the physical infrastructure of our neighborhood; help new entrepreneurs develop and existing local businesses thrive; and ultimately connect neighbors with one another. You will be an integral part of our efforts to deepen the longstanding tradition of making Mt. Airy a welcoming place to call home.

To Apply

Interested applicants should submit a cover letter, resume via email to Sharon Kim: skim@mtairycdc.org with the subject line, “Intake & Administrative Coordinator position.”

Mt. Airy CDC is an Equal Opportunity Employer.