HUD Program Coordinator

Job Description

HUD Program Coordinator

Reports To: HUD Program Manager

Location: Philadelphia, PA (Hybrid)

Hours: Full-time hourly

About Energy Coordinating Agency (ECA)

Energy Coordinating Agency (ECA) is a 501(c) (3) nonprofit organization whose mission is to help people conserve energy and promote a sustainable and socially equitable energy future for all. Since 1984, ECA has led the design and implementation of high-quality energy conservation, education, and home repair initiatives to eliminate energy burden and stabilize low-income families in their homes and communities.

ECA is dedicated to improving the health, safety, and energy efficiency of homes throughout the Greater Philadelphia region. Through partnerships with local, state, and federal agencies, ECA delivers programs that help residents create safer, healthier, and more sustainable homes.

Position Summary

The HUD Program Coordinator provides administrative, operational, and compliance support to the HUD Program Manager in the implementation of ECA's U.S. Department of Housing and Urban Development (HUD) Healthy Homes Program. This position assists with homeowner intake, project coordination, documentation, compliance tracking, contractor communication, and data management to ensure projects are completed efficiently and in accordance with HUD and organizational requirements.

The ideal candidate is organized, detail-oriented, customer-focused, and able to manage multiple priorities in a collaborative, fast-paced environment.

Duties and Responsibilities

• Support the HUD Program Manager with the day-to-day administration of the HUD Healthy Homes Program.
• Review, organize, and maintain applicant and project files to ensure completeness, accuracy, and compliance with HUD and ECA requirements.
• Coordinate homeowner intake and assist applicants throughout the application process.
• Schedule home assessments, inspections, environmental reviews, meetings, and other program-related activities.
• Communicate professionally with homeowners, contractors, subcontractors, community partners, and internal staff regarding project status, scheduling, and documentation.
• Upload and maintain accurate records in Salesforce and other program management systems.
• Monitor project timelines and follow up on outstanding documentation to keep projects moving efficiently.
• Assist with invoice processing, billing support, grant documentation, and reporting requirements.
• Prepare and maintain electronic and physical program files in accordance with HUD record retention requirements.
• Support compliance activities, including procurement documentation, environmental review records, contractor documentation, and project closeout files.
• Obtain necessary certfications such as Healthy Homes Principles as required by HUD.
• Assist with contractor onboarding by collecting required licenses, insurance certificates, certifications, and other compliance documentation.
• Respond to participant inquiries and resolve routine issues while escalating complex matters to the HUD Program Manager.
• Prepare reports, correspondence, meeting materials, and other program-related documents.
• Participate in staff meetings, training, outreach events, and other organizational activities.
• Maintain confidentiality of client information and organizational records.
• Perform other duties and special projects as assigned.

Qualifications and Skills:

• Associate degree in Business Administration, Public Administration, Office Administration, or a related field, or an equivalent combination of education and relevant experience.
• Minimum of two (2) years of experience in program coordination, housing programs, nonprofit administration, grant-funded programs, construction administration, or a related field preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Experience using Salesforce or another CRM system preferred.
• Excellent organizational, time management, and problem-solving skills.
• Strong attention to detail and accuracy.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently while collaborating effectively with a team.
• Bilingual English/Spanish is preferred but not required.

Work Environment

This position follows a hybrid work schedule subject to program needs and supervisory approval. Employees working remotely must maintain a professional workspace with reliable internet access and be available during regular business hours. Occasional travel throughout Philadelphia for meetings, home visits, trainings, and community events may be required.

Compensation and Benefits

ECA offers a competitive salary and comprehensive benefits package, including:

• Medical and dental insurance
• Paid holidays and paid time off
• 403(b) retirement plan with employer matching
• Employee Assistance Program (EAP)
• Additional voluntary benefits

Equal Employment Opportunity

The Energy Coordinating Agency (ECA) is proud to be an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and provide equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other protected status under applicable law.

Join ECA and help improve the health, safety, and energy efficiency of homes throughout the Greater Philadelphia region.

Job Type: Full-time

Pay: $48,639.37 - $54,080.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Relocate:

• Philadelphia, PA 19133: Relocate before starting work (Required)

Work Location: In person

Salary : $48,639 - $54,080