Affordable Housing Centers of Pennsylvania

Compensation

Full Description

Administrative Assistant / Intake Specialist (Bilingual English/Spanish) Location: Philadelphia, PA Reports To: Deputy Director Status: Full-Time, Non-Exempt Position Summary The Administrative Assistant / Intake Specialist is the first point of contact for individuals seeking housing counseling services. This position plays a critical role in ensuring that clients receive a welcoming, professional, and culturally responsive experience. The ideal candidate is highly organized, customer-service oriented, and fluent in both English and Spanish. They will manage daily administrative operations, support housing counselors, and ensure accurate and timely client intake, documentation, and scheduling. Key Responsibilities Client Intake & Customer Service • Serve as the primary front-desk contact, greeting clients in person, by phone, and via email. • Conduct initial intake screenings to understand client needs and determine service eligibility. • Assist clients with completing applications, intake packets, and consent forms in English or Spanish. • Schedule counseling appointments and workshops, ensuring accurate calendar management. • Provide clear, culturally competent explanations of programs, services, and required documentation. Administrative & Office Support • Maintain organized electronic and paper files in compliance with HUD and agency guidelines. • Assist with data entry, including entering client information into CRM systems. • Prepare correspondence, reports, and client communication materials (bilingual as required). • Support the housing counseling team with assembling workshop materials, printing forms, and processing client documents. • Manage office supplies, equipment needs, mail distribution, and general office upkeep. Program Support • Assist with workshop registration, reminder calls/texts, and attendance tracking. • Translate counseling sessions conducted by non-Spanish speaking counselors • Support community outreach efforts, including preparing bilingual flyers and sharing program information. • Participate in staff meetings, trainings, and special initiatives as assigned. Qualifications Required • Bilingual fluency in English and Spanish (spoken and written). • High school diploma or GED; associate degree preferred. • Minimum 2–3 years of customer service or administrative experience. • Strong communication skills with the ability to engage diverse communities. • Proficiency in Microsoft Office Suite (Word, Excel, Outlook). • Ability to manage multiple tasks with accuracy and attention to detail. • Comfort with learning new software systems (CRM, virtual meeting platforms). • Commitment to confidentiality, professionalism, and client-centered service. Preferred • Experience working in a nonprofit, social services, or housing-related setting. • Previous experience in a fast-paced work environment that demands accuracy. • Knowledge of housing counseling programs, intake processes, or eligibility screening. • Familiarity with HUD requirements, PHFA programs, or community resources. • Experience using a client management database (e.g., CounselorMax, Salesforce, NeighborWorks systems). Personal Attributes • Welcoming, patient, and empathetic demeanor. • Strong problem-solving skills and ability to handle sensitive situations. • Ability to work independently and as part of a team in a fast-paced environment. • Cultural competence and respect for people from diverse backgrounds. Work Environment • Standard office environment; some evenings or Saturdays may be required for workshops and events. • Position may require occasional travel between AHCOPA office locations. Job Type: Full-time Pay: $18.00 - $22.00 per hour Expected hours: 40 per week Benefits: • 401(k) • 401(k) matching • Dental insurance • Employee assistance program • Flexible schedule • Health insurance • Paid time off • Parental leave • Professional development assistance • Retirement plan • Vision insurance Work Location: In person