Administrative Coordinator

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

Salary : $19 - $25