Weatherization Coordinator-Admin Internal Posting Only

Internal Posting Only**Closes Friday, December 12, 2025

Position Summary

Under the supervision of the Housing/Energy Director, the Weatherization Coordinator-Admin is responsible for the administrative, operational, and workflow functions of the Weatherization Assistance Program (WAP). This role focuses on office administration, contractor and field staff coordination, workflow management, client communications, budget tracking, and maintenance of program files.

Specific Job Duties

1. Assist in daily management of the Weatherization assistance program, which includes file content, client selection, coordination with the contractor, and caseload management in compliance with program budget and regulations.
2. Manage the flow of client files through all stages of the weatherization process, ensuring accuracy and timely progression.
3. Coordinate and monitor project schedules in collaboration with the Weatherization Coordinator, field staff, and subcontractors.
4. Contract analysis of caseload by priority and cost estimates.
5. Track and report on project milestones and provide status reports.
6. Ensure all project documents are safely archived following project completion.
7. Maintain a structured and organized file management system (electronic and paper) that meets WAP, DOE, and NC SEO requirements.
8. Assist with budget monitoring by tracking expenditures, project costs, encumbrances, and vendor invoices.
9. Prepare budget reports and financial summaries as directed.
10. Support procurement activities, including quotes, documentation accuracy, and tracking purchase orders.
11. Serve as the administrative contact for contractors, ensuring timely communication.
12. Assist with field staff coordination, including assignment scheduling, workload balancing, and communication support.
13. Monitor contractor performance documentation.
14. Ensure all program documents are archived according to requirements following project completion.
15. Assist in the preparation of reports, audits, and monitoring reviews.
16. Maintain accurate records in all program databases.
17. Support onboarding and administrative training for new office departmental staff.
18. Assist the Energy Director by supplying administrative data.
19. Attend required meetings, seminars, and professional development trainings.

• Please note this job description is not designed to contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without prior notice.

Education
Associate degree in Business Administration, Office Management, Human Services, or related field required.

Experience

Minimum two (2) years of experience in Weatherization Assistance or Housing rehabilitation programs.

SKILLS & ABILITIES

Computer Skills

To perform this job successfully, an individual should have a working knowledge of Internet and Word Processing software. Must be able to learn program software reporting systems within 90 days of employment to input and monitor data and prepare required documents.

Certificates & Licenses

It is the employee's responsibility to obtain and keep current all certifications, training, licenses, health cards, etc., at all times.

Other Requirements

Employee must be able to work as a team.

Employee must be able to relate well to a diverse population.

Employee must be able to pass a criminal background record check and substance abuse tests.