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Job title: Client Operations & Programs Coordinator

Department: Client Services

Primary Location: Chantilly

Reports to: Senior Manager, Client Services & Programs

Last Updated: September 10, 2026

Job Status: Non-exempt, Hourly, Full time

Hours per week: 40, Monday/Tuesday/Thursday 9:15am-7:15pm; Wednesday/Friday 9:15am-2:15pm  Availability to assist with events periodically on Saturdays. Secondary work location in Centreville.

Pay Rate: $19/hour

 

General Statement of Duties:

The Client Operations & Programs Coordinator greets visitors to WFCM and handles intake of clients and potential clients visiting Western Fairfax Christian Ministries (WFCM) for appointments including those with Client Service staff and for the Free Food Market. 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. This role also handles coordination for programs such as transportation/food delivery, birthday cakes, and special food distributions. This includes verbal and written communications and data entry.

 

Specific Duties and Responsibilities:

• Process requests for USDA TEFAP food in accordance with USDA policies and procedures.

• Conduct initial intake at front desk based on appointment type and collect/verify information as applicable for programs. Schedule future appointments as applicable and enter in virtual book and database.

• Prepare the daily appointment report.

• Review the Client Services email and text system throughout each workday, manage documents and coordinate with Client Services leadership to assign the cases to Client Services team members.

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

• Send weekly appointment reminders.

• Contact clients regarding upcoming appointments and events/services they qualify for at WFCM or with partner organizations.

• Handle communications, data entry, and tracking for transportation/food delivery, birthday cake program, and special food distributions or other client events.

• Assist with program coordination for clothing, financial classes, and other classes or appointments.

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

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

• Answer phones and provide assistance to clients and potential 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.

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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.

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