Weatherization Program Coordinator

Definition

Working under the direction of the Weatherization Operations Program Manager, the Weatherization Program Coordinator is responsible for day-to-day coordination, team leadership, and operational oversight of MAAC’s Weatherization programs. This position serves as the primary operational lead ensuring services are delivered consistently, equitably, and in alignment with funding requirements and organizational values.

Essential Duties And Responsibilities

• Supervise Weatherization Program Specialists and/or Billing & Accounts Payable Specialists, providing coaching, guidance, and performance feedback.
• Support onboarding, training, and ongoing professional development of staff, interns, and volunteers.
• Foster a collaborative, inclusive, and mission-driven team culture grounded in accountability and mutual support.
• Monitor workloads and assignments to ensure timely progression of client files and field projects.
• Coordinate daily program operations to ensure smooth progression of participant files from intake through assessment, construction, quality checks, and billing.
• Serve as a central point of coordination for scheduling priorities, documentation readiness, and operational problem-solving.
• Identify workflow challenges and collaborate with management to develop practical improvements.
• Ensure program activities align with timelines, service commitments, and funding.
• Promote strong program integrity by ensuring participant files, assessment reports, construction documentation, and billing records are complete, accurate, and consistently maintained.
• Support fair and transparent application of program guidelines to ensure equitable service delivery.
• Conduct routine file and documentation reviews to confirm readiness for billing, reporting, and monitoring activities.
• Work collaboratively with staff to identify documentation gaps and provide guidance to resolve issues proactively.
• Maintain audit-ready records that demonstrate responsible stewardship of public and philanthropic funds.
• Support funder monitoring visits by organizing documentation and responding to information requests.
• Translate funder requirements into clear, practical guidance that staff can apply in day-to-day operations.
• Identify recurring issues or trends and recommend system or process improvements.
• Support staff in addressing complex participant needs or service challenges.
• Aid in the resolution of escalated client concerns to ensure timely, respectful, and effective resolution.
• Promote a welcoming and supportive experience for clients to build trust and rapport with participants to encourage open communication and assist with completing applications, online or in-person, and guide clients through documentation requirements.
• Ensure participants receive clear communication and feel informed and supported throughout the process.
• Oversee billing supervision and the readiness of project files for billing submission, ensuring documentation meets funder and financial standards.
• Monitor job cost data, labor tracking, and material usage for accuracy across systems.
• Support reporting needs by providing accurate program data, summaries, and performance updates to management.
• Ensure consistent data entry and recordkeeping across CRM and grant platforms (e.g., Salesforce, ServTraq, NetSuite, Excel, EARS & FMM).
• Cover interdepartmental & external collaboration by coordinating with other team members and departments to resolve documentation or payment issues. Support communication with contractors, assessors, and field crews as needed.
• Represent the Weatherization program internally and externally with professionalism and a solutions-oriented approach.

Qualifications And Skills

• Knowledge of: Principles and practices of community outreach, case documentation, and client engagement.
• Familiarity with federally and state-funded programs (e.g., LIHEAP, DOE, ESA, RHA) preferred.
• Residential weatherization, energy efficiency concepts, construction terminology, and basic project coordination.
• Work order assignment, job scheduling, and field crew logistics.
• Office administration, including accurate recordkeeping, secure digital filing, and organization systems.
• CRM tools, online application systems, Microsoft Office Suite, and data tracking methods.
• Culturally responsive and community-based service delivery.
• Ability To Build rapport and maintain effective relationships with participants, coworkers, and partners.
• Work independently while juggling multiple priorities in a fast-paced environment.
• Interpret and apply policies, eligibility rules, and documentation requirements.
• Communicate clearly, compassionately, and professionally both in writing and verbally.
• Prepare accurate reports, keep detailed records, and flag discrepancies or issues early.
• Exercise sound judgment and problem-solving when coordinating field logistics.
• Use discretion when handling sensitive or confidential information.
• Identify discrepancies in billing reports and proactively correct or escalate issues.
• Adapt to changing program requirements and apply flexibility to meet client and program needs.

Education/Experience/Certification

• Associate’s degree or higher in public administration, construction management, environmental studies, social services, or a related field.
• Minimum of three (3) years of experience in weatherization, energy efficiency, construction coordination, or grant-funded program operations.
• At least one (1) year of lead or supervisory experience strongly preferred.

Value-Based Behaviors

• Listens attentively to others.
• Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers.
• Identifies and takes advantage of opportunities for personal and professional development.
• Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines.
• Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems.
• Follows rules, regulations, and policies; positively contributes to implementing changes.
• Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person.

Health Status

• Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

Physical & Mental Demands

• While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
• The employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

Background Clearance

• All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Transportation

• Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier.
• Incumbents will be enrolled in the California DMV Pull Program.