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Job title: Client Intake Coordinator

Department: Client Services

Reports to: Manager, Client Services & Programs

Last Updated: March 2026

Job Status: Non-exempt, Hourly, Full time

Hours per week: 30, Monday – Wednesday 9:30am – 7:30pm

Location: Chantilly and Centreville

 

General Statement of Duties:

The Client Intake Coordinator greets all visitors to WFCM’s offices. This includes intake for clients visiting Western Fairfax Christian Ministries’ (WFCM) Free Food Markets, as well as providing services for community members picking up diapers, cakes, or picking up or dropping of documents or other resources. This individual handles daily reports and data entry in the WFCM database (Salesforce). They assist with data entry and file preparation for clients certifying and recertifying for services. This position assists in coordination of other services for clients such as setting up appointments for classes and tracking these appointments.  

 

Specific Duties and Responsibilities:

• Conduct initial intake at front desk reviewing photo ID and utility bill to verify identity and address of client. Make copies for clients certifying/recertifying and provide to Client Services Manager 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 online database and electronic book per procedures.

• Prepare daily reports and communicate with clients/community members via Outlook email and DocConnect message system regarding appointments, documents, and other necessary communications.

• 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 handcarts and track services/resources provided in SalesForce, such as birthday cakes and diapers.

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

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

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

• May assist with mini-certifications for new clients for food services to provide a high level of service by providing timely services.

 

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.