Job Title: Intake Coordinator
Reports To: Homeownership Program Manager
Department/Program: Homeownership & Housing Retention
FLSA Status: Exempt
Location: Fishkill, NY
Employment Status: Part-Time (25-30 Hours)
Hourly Rate: $24.04 Per Hour Job Summary: The Intake Coordinator serves as the first point of contact for prospective clients seeking CHI services. This role is responsible for intake, application processing, client follow-up and coordination across all homeownership and housing retention programs. The position requires strong customer service, organizational and communication skills, as well as the ability to manage multiple priorities in a fast-paced, community-focused environment. A critical aspect of this role is to ensure that client files are maintained in audit-ready condition, adhering to regulatory and funding requirements. This position is based in Fishkill and requires both evening and weekend availability as well as travel within the designated service areas. Key Responsibilities:

• Serve as the “first contact” for clients via phone, email, mail, and in-person inquiries regarding CHI services, referrals, grants, counseling, and education programs.
• Provide accurate information on application processes, eligibility, and program requirements.
• Demonstrate strong proficiency in Microsoft Office, including Word, Excel, and Outlook, with the ability to efficiently manage documents, data, and correspondence.
• Manage the intake process across all homeownership and housing retention programs, ensuring that all files are organized and that a current waitlist is maintained.
• Utilize Counselor Max, a web-based client management system, to create and maintain client profiles and case notes.
• Be flexible and willing to take on additional responsibilities as needed to support the homeownership program.
• Be available three evenings per month to present at First-Time Homebuyer Orientations.
• Schedule client appointments and register participants for orientations and education classes.
• This position requires personal transportation for travel within the designated market area; travel expenses will be reimbursed according to company policy.
• Occasional weekend availability is required to meet program needs.
• Ability to travel offsite approximately 40% of the time for client meetings, presentations, and outreach activities.
• Follow up with applicants to complete their applications so they can progress to the next stage of homeownership, eviction, or foreclosure prevention counseling.
• Assist with annual HOME monitoring mailing lists, compliance follow-ups, and updates for current and past grant contracts.
• Strong interpersonal skills to work with diverse populations, including low- to moderate-income households.
•  Understanding of HUD counseling requirements, fair housing regulations and program compliance.
•  Ability to maintain client confidentiality and comply with privacy regulations (e.g., HUD, CFPB).
• Experience with documenting and reporting outcomes according to HUD standards.
• Send termination notices to clients who fail to complete the grant process, ensuring that appropriate documentation is maintained.
• Scan and maintain records for clients who have been terminated, ensuring compliance with HUD requirements.
• Maintain both paper and electronic records for all rehab activities, including contractor agreements, check requests, and amendments to rehab contracts.
• Proficient in hosting, scheduling, presenting and managing meetings across a variety of virtual conferencing platforms (e.g., Zoom, Microsoft Teams, WebEx, Google Meet).
• Prepare and pack all materials for outreach and application events, ensuring counselors have what they need for successful engagement.
• Ensure ongoing professional development to stay informed of industry best practices and regulatory changes.
• Keep updated information on CHI services, foreclosure counseling programs, and customer referral resources.
• Uphold the reputation of CHI and demonstrate professionalism and flexibility while maintaining strong working relationships with team members.
• Develop and manage program marketing materials in coordination with leadership and program staff.
• Maintain required job skills and core professional competencies.
• Attend and participate in required educational programs and staff meetings.
• Follow up with applicants to determine if grant funding was awarded and troubleshoot any necessary areas.
• Be knowledgeable of community resources and other eviction prevention programs.
• Perform additional lawful and reasonable duties as assigned.

 

Education: A college degree or relevant banking/financial services experience preferred; or a high school diploma or GED with one (1) to three (3) years of related experience and/or training; or an equivalent combination of education and professional experience.

 
Special Knowledge and Skills: The ideal candidate demonstrates excellent written and verbal communication skills and maintains clear, legible handwriting. They are a self-starter with an energetic, resourceful, and professional demeanor, able to work independently with minimal supervision in a fast-paced, multi-tasking environment. The candidate also demonstrates sound judgment and functions effectively in a multi-cultural setting, with proficient typing skills to manage documentation and correspondence efficiently.
 
Language Skills: The candidate must be able to read, analyze, and interpret common articles, financial reports, and legal documents. They are also able to respond professionally and effectively to inquiries or concerns from clients, regulatory agencies, or other members of the business community.