Weatherization Administrative Assistant

Help Families Access Critical Energy Assistance Services East Bay Community Action Program (EBCAP) is seeking a highly organized and customer-focused Weatherization Assistant to support the daily operations of our Weatherization Assistance Program. This part-time position works 5 hours per day, Monday through Friday, during morning hours , making it an excellent opportunity for individuals seeking a consistent daytime schedule. In this role, you'll serve as the first point of contact for many clients, providing outstanding customer service while supporting front desk operations, scheduling appointments, maintaining accurate records, and entering program data. If you enjoy working with people, have strong receptionist skills, and are comfortable using Excel to manage and track information, we'd love to hear from you. Job Description The Weatherization Assistant provides administrative and operational support for the Weatherization Assistance Program by coordinating client intake, scheduling appointments, maintaining accurate records, processing invoices, managing contractor documentation, and supporting customer communications. This position also performs front desk and receptionist functions, provides outstanding customer service to program participants, and maintains program data within Excel and other tracking systems. The Weatherization Assistant plays an important role in supporting compliance, reporting accuracy, and efficient service delivery. Key Responsibilities Customer Service & Client Support Serve as a welcoming first point of contact for program participants, vendors, contractors, and community partners. Answer phone calls, respond to inquiries, and provide accurate information regarding program services and eligibility. Assist clients through the intake and application process. Collect, review, and organize required participant documentation. Provide exceptional customer service while maintaining professionalism and confidentiality. Connect clients with additional EBCAP programs and community resources when appropriate. Scheduling & Program Coordination Schedule appointments, home energy audits, inspections, and weatherization services. Coordinate communication between clients, auditors, contractors, vendors, and staff. Track project progress and maintain scheduling records to ensure timely service delivery. Assist with work order management and support program workflow from intake through completion. Data Entry & Administrative Support Enter and maintain accurate client and program data in Excel and other program databases. Process correspondence, reports, forms, and administrative documentation. Maintain organized electronic and paper filing systems. Prepare records and reports that support funding requirements and program operations. Ensure documentation is complete, accurate, and compliant with program guidelines. Billing & Contractor Support Track and process contractor invoices, vendor payments, and billing records. Assist with accounts receivable and payment documentation. Maintain contractor compliance files, including licenses, insurance certificates, and required documentation. Support financial recordkeeping and invoice reconciliation activities. Team Support & Continuous Improvement Participate in staff meetings, trainings, and professional development opportunities. Identify opportunities to improve customer service, workflows, and operational efficiency. Support additional administrative projects and program initiatives as assigned. Skills, Knowledge & Expertise We're looking for candidates who bring: Strong customer service and receptionist experience Excellent communication and interpersonal skills Accurate data entry skills and attention to detail Proficiency in Microsoft Excel, Word, and Outlook Strong organization and time-management abilities Ability to prioritize multiple tasks and deadlines Professional phone etiquette Problem-solving and critical-thinking skills Ability to work independently and collaboratively Reliability, professionalism, and accountability Knowledge & Qualifications Required Qualifications High School Diploma, GED, or equivalent experience. Minimum of one (1) year of experience in administrative support, customer service, receptionist duties, data entry, billing, accounts receivable, program coordination, or a related field. Experience entering and maintaining data in Microsoft Excel and database systems. Strong proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook. Experience managing records, schedules, and multiple priorities. Ability to communicate professionally with clients, contractors, vendors, and staff. Preferred Qualifications Experience working in housing, weatherization, energy assistance, social services, community action, or government-funded programs. Experience processing invoices, billing, or financial documentation. Familiarity with contractor management, compliance tracking, or program reporting systems. Physical Requirements Ability to sit and work at a computer for extended periods. Frequent use of office equipment including computers, phones, printers, and copiers. Ability to move throughout the office to access files and records. Ability to communicate effectively in person, by phone, and electronically. Ability to occasionally lift and carry office materials weighing up to 25 pounds.