Job Description

Position Overview:

The Administrative Coordinator provides essential administrative support to the Weatherization Assistance Program (WAP) department at Total Home Performance. This role involves a variety of administrative, coordination, scheduling, and billing/invoicing responsibilities that ensure smooth daily operations within the Weatherization department.

This position plays a critical role by serving as a primary point of contact for prospective customers, coordinating scheduling, and providing comprehensive administrative support to managers and field crews. This position works closely with state-funded energy efficiency and weatherization programs, assisting customers through application processes while ensuring internal compliance, documentation accuracy, and efficient workflow across the department.

Essential Functions:

Customer Outreach & Program Support

Conduct both cold and warm outbound calls to prospective customers to explain state-funded weatherization and energy efficiency programs. Guide customers step-by-step through application and qualification processes for government-funded programs. Qualify leads based on program eligibility criteria and internal guidelines. Maintain accurate records of customer interactions, application status, and eligibility documentation.

Scheduling & Coordination

Schedule weatherization audits, inspections, and installations, coordinating calendars between customers, auditors, crew leaders, and managers. Communicate scheduling updates, confirmations, and changes clearly and professionally. Ensure efficient routing and sequencing of appointments to support field operations.

Administrative & Departmental Support

Provide administrative support to Weatherization Managers and Crew Leaders, including document preparation, data entry, and reporting. Assist with tracking project progress, compliance documentation, and required paperwork for state-funded programs. Support invoicing and billing processes by gathering and organizing required documentation and program information.

Compliance & Program Knowledge

Learn and develop working knowledge of the weatherization auditing process and applicable state and federal program requirements. Assist the department in maintaining compliance with government-funded weatherization and energy efficiency programs. Support audits, reporting, and quality assurance processes as needed. Is a team player to support sales and operational initiatives, develops trusted relationships with internal teams. Provides other assistance and takes on additional duties as needed. Regular and reliable attendance required.
Experience/ Education:

High school diploma or other equivalent; college degree preferred. Previous construction administration, billing, and home service coordination experience preferred. Quickbooks and Advanced Excel skills.
Required skills:

Phone-based customer service experience, including cold calling and warm lead follow-up. Proven scheduling and coordination experience in a fast-paced environment. Strong administrative and organizational skills with attention to detail. Ability to manage multiple priorities while maintaining accuracy and professionalism.
Preferred skills:

Experience working with state-funded weatherization programs, energy efficiency initiatives, or energy auditing. Familiarity with government-funded program compliance or documentation requirements. Strong proficiency in computer systems and software to effectively manage customer relations. Ability to prioritize and handle multiple projects simultaneously. High degree of follow through and follow up.
Job Type: Full-time

Pay: $19.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off
Ability to Commute:

Easton, MD 21601 (Required)
Work Location: In person