Five Keys Schools and Programs
Intake and Resource Coordinator
Five Keys Schools and Programs, San Francisco, California, United States, 94199
Overview
JOB SUMMARY
The Intake and Resource Coordinator reports to the Site Director and is accountable for managing and maintaining accurate information across all databases and tracking systems, and assisting with monthly reporting. This position plays a vital role in supporting the daily operations of the shelter by serving as a primary point of contact for clients, staff, and partner agencies. Working closely with the care coordination team, the Intake and Resource Coordinator ensures all intake documentation is complete, site rosters are accurate, and program data is up to date. This role requires a strong focus on organization, attention to detail, and a commitment to providing excellent customer service to internal teams and external partners. We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. This job is for you if you are proactive, detail-oriented, and thrive in a diverse, fast-paced environment. A positive attitude, strong communication skills, and the ability to work both independently and collaboratively are essential for success in this role.
Responsibilities
Create a welcoming and supportive environment by warmly greeting all clients, visitors, and staff upon arrival.
Respond, answer, screen, and route phone calls professionally and promptly; perform general administrative support tasks to ensure smooth shelter operations
Attend daily shift change meetings, communicating all issues and concerns as needed
Provide administrative support to staff across departments, ensuring clear and effective communication between teams
Maintain and regularly update site paperwork, forms, and signage throughout the facility
Manage and verify daily sign-in/sign-out logs for clients, staff, and visitors to ensure accurate attendance, enrollment status, and on-site accountability for security and reporting purposes
Ensure accurate and timely tracking of all client entries and exits in both physical rosters and digital systems
Attend and participate in all staff assigned training
Enter and update client information, including status, behavioral incidents, intake data, and site rosters across multiple databases
Collaborate with the care coordination team to complete all intake packets and maintain current and accurate tracking of client information
Create incentive program for clients
Fulfill client requests for clothing, hygiene supplies, and other basic needs
Collaborate and coordinate client groups, events and activities with external partners and providers
Provide daily operational support to Directors, Assistant Directors, Supervisors, Care Coordinators, and external partners such as Coordinated Entry, HCSA, HSH and DPH
Encourage clients to engage in groups, activities, events, and services through outreach
Create and maintain client activity/group/event calendar
Coordinate reasonable accommodations for clients, including bed changes, ADA requests, and mattress or pillow replacements
Monitor client attendance and shelter utilization to ensure compliance with 48-hour stay policies
Wash, dry, and fold house linens to prepare bed rolls for incoming guests
Create, propose, and facilitate groups, workshops, on-site clinics, and client meetings
Maintain organized and up-to-date guest files, including wellness rosters, shift documentation, and case notes
Manage the registration and tracking of guest belongings, including pets, bicycles, and personal items stored in secured areas (e.g., weapons room)
Create and maintain guest lock combinations and ensure secure storage practices
Receive, log, assign, and distribute guest mail and packages and handle returns as needed
Assist in preparing monthly and ad hoc reports as requested by leadership
Act as a liaison between staff and clients regarding operational issues or concerns
Perform other duties as assigned to support the shelter’s mission and daily operations
Knowledge And Skills
Strong organizational skills and attention to detail
Ability to maintain a positive, professional attitude and a strong commitment to supporting and engaging with individuals from diverse backgrounds including partners, guests, and staff
Proficient in customer service, particularly when interacting with partner agencies
Ability to interpret data and create complex spreadsheets
Proficiency in use of Zoom, Microsoft Office, Google Workspace, databases and multi line phone systems
Willingness and ability to grow professionally, be accountable, and expand skills
Demonstrated ability to quickly acquire new skills and adapt effectively in dynamic, fast-paced environments
Ability to address questions and concerns with tact and professionalism, while maintaining appropriate boundaries and strict confidentiality
Knowledge of appropriate precautions when handling sensitive information
Exceptional written communication skills with the ability to express complex ideas with clarity and precision
Ability to work effectively, efficiently, and independently, with high levels of self-accountability
Education And Work Experience
High school diploma or GED
Prior work with people dealing with homelessness, mental health, disabilities, or substance abuse issues is preferred
Physical Requirements
Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
Frequent reaching with hands and arms
Travel to multiple sites required
Frequent and prolonged standing, walking, and sitting
Long periods of walking, sitting at a desk and/or computer station
Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities
Additional Requirements
Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable
Work Environment
Moderate to high noise level
Work environment varies from site to site
Some personal safety risk working in high-crisis environments
Growth Opportunities
At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency-wide (i.e., charter schools, housing services, programs, transitional employment, nonprofit administration, etc).
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Primary and Secondary Education
#J-18808-Ljbffr
JOB SUMMARY
The Intake and Resource Coordinator reports to the Site Director and is accountable for managing and maintaining accurate information across all databases and tracking systems, and assisting with monthly reporting. This position plays a vital role in supporting the daily operations of the shelter by serving as a primary point of contact for clients, staff, and partner agencies. Working closely with the care coordination team, the Intake and Resource Coordinator ensures all intake documentation is complete, site rosters are accurate, and program data is up to date. This role requires a strong focus on organization, attention to detail, and a commitment to providing excellent customer service to internal teams and external partners. We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. This job is for you if you are proactive, detail-oriented, and thrive in a diverse, fast-paced environment. A positive attitude, strong communication skills, and the ability to work both independently and collaboratively are essential for success in this role.
Responsibilities
Create a welcoming and supportive environment by warmly greeting all clients, visitors, and staff upon arrival.
Respond, answer, screen, and route phone calls professionally and promptly; perform general administrative support tasks to ensure smooth shelter operations
Attend daily shift change meetings, communicating all issues and concerns as needed
Provide administrative support to staff across departments, ensuring clear and effective communication between teams
Maintain and regularly update site paperwork, forms, and signage throughout the facility
Manage and verify daily sign-in/sign-out logs for clients, staff, and visitors to ensure accurate attendance, enrollment status, and on-site accountability for security and reporting purposes
Ensure accurate and timely tracking of all client entries and exits in both physical rosters and digital systems
Attend and participate in all staff assigned training
Enter and update client information, including status, behavioral incidents, intake data, and site rosters across multiple databases
Collaborate with the care coordination team to complete all intake packets and maintain current and accurate tracking of client information
Create incentive program for clients
Fulfill client requests for clothing, hygiene supplies, and other basic needs
Collaborate and coordinate client groups, events and activities with external partners and providers
Provide daily operational support to Directors, Assistant Directors, Supervisors, Care Coordinators, and external partners such as Coordinated Entry, HCSA, HSH and DPH
Encourage clients to engage in groups, activities, events, and services through outreach
Create and maintain client activity/group/event calendar
Coordinate reasonable accommodations for clients, including bed changes, ADA requests, and mattress or pillow replacements
Monitor client attendance and shelter utilization to ensure compliance with 48-hour stay policies
Wash, dry, and fold house linens to prepare bed rolls for incoming guests
Create, propose, and facilitate groups, workshops, on-site clinics, and client meetings
Maintain organized and up-to-date guest files, including wellness rosters, shift documentation, and case notes
Manage the registration and tracking of guest belongings, including pets, bicycles, and personal items stored in secured areas (e.g., weapons room)
Create and maintain guest lock combinations and ensure secure storage practices
Receive, log, assign, and distribute guest mail and packages and handle returns as needed
Assist in preparing monthly and ad hoc reports as requested by leadership
Act as a liaison between staff and clients regarding operational issues or concerns
Perform other duties as assigned to support the shelter’s mission and daily operations
Knowledge And Skills
Strong organizational skills and attention to detail
Ability to maintain a positive, professional attitude and a strong commitment to supporting and engaging with individuals from diverse backgrounds including partners, guests, and staff
Proficient in customer service, particularly when interacting with partner agencies
Ability to interpret data and create complex spreadsheets
Proficiency in use of Zoom, Microsoft Office, Google Workspace, databases and multi line phone systems
Willingness and ability to grow professionally, be accountable, and expand skills
Demonstrated ability to quickly acquire new skills and adapt effectively in dynamic, fast-paced environments
Ability to address questions and concerns with tact and professionalism, while maintaining appropriate boundaries and strict confidentiality
Knowledge of appropriate precautions when handling sensitive information
Exceptional written communication skills with the ability to express complex ideas with clarity and precision
Ability to work effectively, efficiently, and independently, with high levels of self-accountability
Education And Work Experience
High school diploma or GED
Prior work with people dealing with homelessness, mental health, disabilities, or substance abuse issues is preferred
Physical Requirements
Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
Frequent reaching with hands and arms
Travel to multiple sites required
Frequent and prolonged standing, walking, and sitting
Long periods of walking, sitting at a desk and/or computer station
Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities
Additional Requirements
Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable
Work Environment
Moderate to high noise level
Work environment varies from site to site
Some personal safety risk working in high-crisis environments
Growth Opportunities
At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency-wide (i.e., charter schools, housing services, programs, transitional employment, nonprofit administration, etc).
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Primary and Secondary Education
#J-18808-Ljbffr