Housing Intake and Administration Coordinator

About the role

The Rapid Re-Housing Intake and Administration Coordinator oversees young adult intake, rapid re-housing pre-placement, and administrative tasks related to Rapid Re-Housing programs. This role ensures accurate and timely data entry; maintains detailed tracking systems for young adult and landlord information; manages billing reports; and ensures compliance with auditing standards.

Responsibilities

• Conduct all YA intake processes, entering YA information into the ETO(Efforts to Outcomes) system.
• Perform HUD Assessment starting, entrance, quarterly, annual, and exit assessment for YA.
• Complete recertification for YA in the Rapid Re-Housing program, including HUD recertification for all YA’s.
• Manage pre-placement tasks, including maintaining pre-placement lists for YA’s approved for rapid re-housing.
• Work with case managers and housing teams to ensure smooth pre-placement processes and timely housing assignments.
• Maintain accurate records and tracking sheets for YA balances, landlord information, and housing placements.
• Update and audit YA charts in ETO on a monthly basis, ensuring all charts are current and complete.
• Notify case managers when YA records or notes are incomplete or missing.
• Carry out monthly audits on YA files to ensure compliance and data accuracy.
• Prepare and maintain billing reports, spreadsheets, and tracking documents.
• Collaborate with the Associate Director to ensure all updates are reflected in ETO and case managers are compliant with data requirements.
• Report to the Associate Director to provide updates on RRH and program compliance.
• Work with the Associate Director to improve YA filing and tracking systems and assist in developing templates for YA communication (e.g., Letters, leases, promissory notifications updating and maintaining).
• Consult with case managers to ensure timely and accurate case notes, assessments, and updates in ETO.
• Work with program teams and Director to identify areas of process improvement.
• Participate in regular team meetings and contribute to the overall success of Rapid Re-Housing.
• Support other administrative and operational tasks as needed.

Qualifications

• Knowledge and understanding of “Housing First” philosophy and strategies.
• Knowledge of and experience with data collection and management systems.
• Knowledge of social service, housing support, and basic benefit systems.
• Capacity to engage youth and provide support, including advocacy, reducing isolation, problem-solving, listening, and identification of resources.
• Excellent organizational and time management skills.
• High proficiency in Microsoft Office Suite (Excel, Word) and data management systems.
• Strong written and verbal communication skills.
• Ability to work collaboratively and independently in a fast-paced environment. Experience working with housing programs.
• Due to the nature of the housing case manager’s work, a flexible schedule and ability/willingness to work outside of regular business hours is essential.
• Two to four years of experience working with vulnerable youth ages 18 – 24.
• Minimum two years of experience in housing services, case management, or administrative roles in nonprofit or governmental settings.
• Valid driver’s license required and continuous clean driver’s record.
• Bachelor's degree is preferred.
• Knowledge of Rapid Re-Housing programs and young adult intake management systems is preferred.

Skills and Strengths

• Comfort and confidence working in a fast-paced, dynamic work environment.
• Enthusiasm about working with homeless transitional youth population.

Physical Requirements

• Sit, work at a computer, stand and walk.
• Lift/move weight up to 25 pounds.
• Hear and speak sufficiently to manage phone calls and effectively communicate/converse with others.
• Visual acuity and cognitive capacity to read, understand, and draft reports, letters, etc.

PAY AND BENEFITS

The hourly rate for this position is $25.00 per hour. Benefits include:

• Paid time off (sick time, vacation time, personal time) as well as 13 paid holidays and a birthday holiday
• Health, dental, and vision insurance
• 401(K) with 3% matching of contributions after 90 days of employment
• Employer-sponsored flexible spending accounts, commuter pre-tax benefits, employer paid short-term disability, long term disability, and life insurance
• Ongoing job training, including four off-site half-day trainings each year

EQUAL OPPORTUNITY STATEMENT

Bridge Over Troubled Waters, Inc. is an equal opportunity employer and does not discriminate on the basis of sex, race, color, religion, sexual orientation, national origin, cultural heritage, ancestry, political belief, age, marital status, pregnancy, physical or mental disability or veteran status.