Housing Intake Specialist

Position Summary:

The Housing Intake Specialist is responsible for greeting, screening, and assisting clients with the completion of intake forms, while gathering necessary information to assess their needs and ensure appropriate services are provided. This role works closely with the QA Department and HEE Program Director and is responsible for accurate data entry, monitoring, and reporting in compliance with National Industry Standards of Homeownership and HUD guidelines. The position requires handling sensitive client information with integrity and professionalism.

Key Responsibilities:

• Assess the urgency of client needs and ensure all intake information is accurate and complete

• Handle incoming and outgoing client calls regarding mortgage, rental, and homeowner

assistance

• Assist clients with intake forms and collect required documentation

• Prepare and distribute mailings, including foreclosure intervention packets

• Accurately document all client interactions in systems such as RX Office and Apricot

• Perform daily data entry for client enrollment, dismissal, demographics, and program

indicators

• Maintain and update data systems to ensure accuracy at all times

• Generate weekly, monthly, quarterly, and annual service reports for Program Director review

• Submit weekly enrollment reports to the Program Director

• Audit client files and records to ensure organization and compliance

• Develop and update intake and data collection forms

• Provide technical assistance to housing counselors to improve data collection efficiency

• Maintain strict confidentiality in accordance with agency policies

• Respond proactively to program and organizational changes

• Provide administrative support (copying, faxing, etc.) to housing counselors

• Facilitate First-Time Homebuyer (FTHB) workshops

• Maintain program data records in accordance with guidelines

• Support general HEE operations, including front desk coverage and assisting the BAC Intake Specialist

Qualifications:

Education:

High School Diploma or equivalent

Experience:

• 2 years in customer-facing roles (e.g., call center, front desk, social services, banking,

healthcare)

• 1–3 years of administrative or office support experience

• Experience working in regulated environments preferred

Skills & Competencies:

Customer Service:

• 2 years in customer-facing roles

• Experience handling high call volumes and resolving client concerns

Communication:

• Strong verbal and written communication skills

• Daily use of phone, email, and in-person communication

• Ability to clearly explain processes, applications, and service requirements

Administrative Experience:

• 1–3 years performing office support tasks (scheduling, filing, document handling)

• Experience managing calendars and coordinating appointments

Technical Proficiency:

• Microsoft Outlook (email and scheduling)

• Microsoft Excel (basic tracking and data entry)

• Microsoft Word (forms and correspondence)

• Zoom (virtual meetings)

• Experience with databases or CRM systems (e.g., Apricot, RX Office, or similar)

Data Entry & Accuracy:

• Experience entering client data with high accuracy

• Ability to maintain detailed records, notes, and case logs

Document Verification:

• Experience reviewing applications for completeness

• Ability to verify documents such as proof of income, identification, and leases

• Follow up with clients for missing documentation

Organization & Time Management:

• Ability to manage multiple clients, cases, and tasks simultaneously

• Meet deadlines in a fast-paced environment

Compliance / Regulated Environment:

• Experience working within regulated industries (housing, healthcare, banking, insurance, or government programs)

• Ability to follow procedures and maintain audit-ready files

Accountability:

• Ability to manage workload independently

• Track tasks through completion with minimal supervision

• Meet performance expectations and productivity goals

Preferred Qualifications:

• Experience working in housing services, social services, or nonprofit organizations

• Familiarity with HUD guidelines and homeownership industry standards

• Experience facilitating workshops or client education sessions

Working Conditions:

• Office-based role with standard business hours.

• May require occasional extended hours during audit periods or onboarding cycles.

• Ability to sit, stand, and lift file boxes up to 25 lbs.

Benefits

• Competitive salary commensurate with experience

• Health, dental, and vision insurance

• Generous PTO and holidays

• 403(b) retirement plan with employer contribution

• Professional development support

Pay: $35,000.00 per year

Benefits:

• 403(b) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Experience:

• customer-facing: 2 years (Required)
• administrative/office support: 1 year (Required)

Work Location: In person

Salary : $35,000