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Job Description

Job title: Client Operations & Programs Coordinator

Department: Client Services

Primary Location: Chantilly

Reports to: Manager, Client Services & Programs

Last Updated: March 2025

Job Status: Non-exempt, Hourly, Full time

Hours per week: 39 (Monday 9:30am – 7:30pm/Tuesday 9:30am – 5:30pm/Wednesday 9:30am – 3:00pm/ Thursday 9:30am – 7:30pm/Friday 9:30am – 3:00pm). Availability to assist with events periodically on Saturdays.

 

General Statement of Duties:

The Client Operations & Programs Coordinator handles intake of clients visiting Western Fairfax Christian Ministries (WFCM) for appointments with Client Service, Free Food Market, and Diaper Hub. This individual also coordinates between Client Services staff and clients/potential clients to set up appointments, notify individuals of eligibility for services and programs, and collect necessary paperwork. The position also handles coordination for programs such as transportation/food delivery, birthday cakes, laundry assistance, and special food distributions. This includes communications, tracking, and data entry.

 

Specific Duties and Responsibilities:

• Conduct initial intake at front desk reviewing photo ID and utility bill to verify identity and address of client. Collects information as necessary for programs (such as Diaper Hub, TEFAP, or Emergency Food). Make copies for clients certifying/recertifying and provide to Manager, Client Services & Programs or Client Services Specialists for files ensuring that PII is redacted (Driver’s License Number, Passport Number, SSN, etc.).

• Schedule subsequent appointments and provide reminders as appropriate using computer software per procedures.

• Review the Client Services email and text system periodically during each workday, print out documents, forward and or delete emails and coordinate with the Manager, Client Services & Programs to assign the client cases to the Client Services team members.

• Assist with input of client information to ensure all information on file is up-to-date and accurate.

• Contact clients regarding upcoming appointments and events/services they qualify for such as laundry or clothing services.

• Schedule transportation with providers for Free Food Market Appointments.

• Coordinate communications, data entry, and tracking for transportation/food delivery, laundry assistance program, birthday cake program, and special food distributions or other client events (School’s Out/Holiday Food, Client Fair, etc.).

• Assist with program coordination for clothing, financial classes, and nutrition classes as needed by Program leads for each program.

• Assist Deputy Director, Client Services & Programs Manager, and Client Services staff as requested with intake and follow up contacts with clients to include phone calls, copying documents, scanning, and preparing client lists.

• Assist Client Services & Programs Manager with certifications including collecting paperwork, making follow up phone calls, and entering information in the database.

• Answer phones and provide assistance to clients as well as direct other callers to the appropriate personnel.

• Ensure clients are surveyed as necessary/requested.

• Assist with distribution of flyers, food or other materials in the office as needed.

 

Qualifications:

• Bilingual English Spanish required

• High School Diploma or GED

• Experience in client relations field

• Willingness to work collaboratively with WFCM staff and volunteers

• Respect for the dignity and worth of all clients

• Agreement with the mission of WFCM and ability to communicate this mission and the work we do/clients we serve to the public

• Proficiency in basic Microsoft office software; ability to use client database software and Internet

• Ability to manage time well

• Excellent interpersonal skills

• Ability to work both independently and as part of a team

 

Physical Requirements:

• Able to lift & carry up to 15 lbs.

• Able to stand for extended periods of time.

• Able to sit at a desk comfortably while working on a computer for extended periods of time.

 

 

WFCM provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, or any other characteristic protected by federal, state, or local laws.