Intake Coordinator for Energy Department (Nonprofit)

Intake Coordinator

Compensation Range: $22.00 to $24.00 hourly plus excellent benefits. This is a full-time and on-site position in our DTLA office.

Founded in 1975, PACE (Pacific Asian Consortium in Employment) is a community nonprofit organization serving over 60,000 residents annually across Los Angeles County. PACE Energy helps low income families and individuals with utility assistance, improving home comfort, safety, and energy efficiency through state and federal programs such as LHEAP (Low Income Home Energy Assistance Program) and WAP (Weatherization Assistance Program).

Position Summary

PACE Energy Department is looking for a motivated and detail-oriented Intake Coordinator to join the team! The Intake Coordinator serves as the next critical step in the HEAP application process, following the initial intake conducted by the Intake Specialist. This position is responsible for thoroughly verifying documentation, performing accurate data entry, and maintaining timely communication with clients regarding missing or incomplete documentation for both in-person and online applications. The Intake Coordinator ensures that applications meet all State of California Community Development requirements before final approval. This role requires strong attention to detail, efficiency, and the ability to process a minimum of 25 applications per day while maintaining accuracy and quality standards across multiple intake channels. This is a great opportunity to gain valuable experience and skills, grow your career, all while making positive impact to your community!

Key Responsibilities

• Process a minimum of 25 HEAP applications per day from both walk-in and online channels with accuracy and attention to detail
• Review and verify all documentation submitted by clients through in-person visits and online application portal including identification, income verification, utility bills, and proof of residency
• Monitor and prioritize applications received through multiple channels ensuring equitable processing times
• Cross-reference documentation against HEAP eligibility requirements and State of California guidelines
• Identify missing, incomplete, or inconsistent documentation and determine what additional information is required
• Generate and send deficiency notices to clients via mail, email, or online portal messaging requesting missing or additional documentation
• Track and follow up on outstanding documentation requests for both in-person and online applicants, maintaining accurate records of all correspondence
• Perform accurate and timely data entry of client information and application details into agency database systems
• Verify accuracy of data entered by Intake Specialists from both walk-in and online applications, making necessary corrections
• Review uploaded documents from online applications for quality, legibility, and completeness
• Calculate household income, expenses, and benefit amounts in accordance with program guidelines
• Update application status in tracking systems and maintain organized electronic and physical file systems
• Communicate with clients via phone, email, online portal messaging, and written correspondence regarding application status and documentation needs
• Coordinate with Intake Specialists to clarify questions or resolve discrepancies in applications from all intake channels
• Prepare applications for final review and approval by management
• Maintain strict confidentiality of client information in compliance with privacy regulations
• Generate daily, weekly, and monthly productivity reports tracking application processing metrics across all intake channels
• Participate in quality assurance reviews and implement process improvements as needed

Qualifications:

• High school diploma or equivalent required; Associate's degree in business administration, social services, or related field preferred
• Minimum of 2-3 years of experience in data entry, document verification, or administrative coordination
• Experience with social services programs, eligibility determination, or benefits processing preferred
• Experience processing applications through online portals and web-based systems preferred
• Exceptional attention to detail and accuracy in reviewing documents and entering data
• Advanced proficiency in Microsoft Office Suite, particularly Excel and Word
• Experience with database management systems, client tracking software, and web-based application platforms
• Strong typing skills with minimum 50 WPM and high accuracy rate
• Excellent written communication skills for drafting client correspondence and notices across multiple channels
• Ability to interpret and apply program regulations and eligibility guidelines
• Proven ability to meet productivity goals and deadlines in a fast-paced environment
• Bilingual skills strongly preferred: Korean, Spanish, or Russian
• Knowledge of HEAP and State of California Community Development requirements preferred

Essential Skills

• Meticulous attention to detail with ability to identify discrepancies and errors in both paper and digital documents
• Strong organizational and time management skills to handle high-volume workload from multiple intake sources
• Ability to work independently with minimal supervision while meeting daily production targets
• Critical thinking and problem-solving skills to resolve documentation issues
• Professional written and verbal communication skills across in-person, phone, email, and online channels
• Ability to maintain focus and accuracy during repetitive tasks
• Adaptability to navigate multiple systems and platforms simultaneously
• Team collaboration skills to coordinate effectively with Intake Specialists and management
• Commitment to confidentiality and ethical handling of sensitive client information

Performance Metrics

• Process minimum of 25 applications per day (combined from walk-in and online channels) with 98% or higher accuracy rate
• Issue deficiency notices within 24-48 hours of identifying missing documentation
• Maintain data entry accuracy rate of 98% or higher
• Complete all assigned tasks within established timelines and quality standards

Additional Requirement

• Must pass employment verification/reference check
• This position is on-site in the PACE Los Angeles office
• COVID vaccination required; must have two doses of Pfizer or Moderna or a single-dose of Johnson & Johnson. Those that need a medical or religious exemption must reach out separately

Compensation & Benefits

• Pay range is $22 - $24 per hour depending on experience. This is a full-time, non-exempt position.
• Affordable and robust Medical, Dental, Vision, and Life insurance plans for employee plus family with generous employer contributions
• 401(k) retirement plan
• We offer paid holidays, vacation pay and paid sick leave

Why Join PACE?

• Make a positive impact in your community.
• Gain hands-on experience in the growing clean energy field.
• Work with a supportive, mission-driven team.
• Great benefits and wonderful opportunity to learn and grow in your career

How To Apply

• All applicants MUST apply on our website by uploading a resume AND completing our online application to be considered: See link to apply: https://pacela.org/about/work-at-pace/
• Applications will be reviewed on a rolling basis until position has been filled. We will only reach out to candidates who have been selected to move forward in the process.

Work Environment:

This position operates in a professional office environment with focus on computer-based tasks. The Intake Coordinator works primarily at a desk station with regular communication with team members and occasional client interaction through phone, email, and online messaging systems. The role requires sustained concentration and the ability to manage high-volume workload efficiently from multiple intake channels while maintaining accuracy and meeting daily productivity targets.

Physical Demands:

• Ability to sit for extended periods while performing computer-based work
• Repetitive hand and finger movements for typing and data entry
• Visual acuity to review detailed documents and computer screens
• Ability to lift and handle files and documents up to 10 pounds