Client Services Coordinator

Lifelong is a community health organization on a mission to make health and food accessible. We remove barriers to health with relentless compassion so that no one faces illness and injustice alone.

We lead with heart. Our respect for people drives our mission. For 40 years, Lifelong has fought health inequities so that everyone has the opportunity to thrive. Our comprehensive services include food and nutrition, healthcare navigation, aging and disability support, and connection to housing and other vital resources.

Position Overview:

The Client Services Coordinator is central to the workflow and service delivery for our clients, community partners, vendors, and public. This position is the front-line customer service for all individuals accessing our Lifelong office and will assist with both client access to services and operational functions. In addition, the job provides essential coordination of building, IT, and safety features of the office.

This regular, full-time, non-exempt, union role is based in Everett, with onsite presence required 08:30AM – 5PM Monday – Friday.

Essential Duties:

Client Services Coordination:

• Answers main office phone line, transfers calls, process office mail and faxes.
• Assists clients, vendors, and the public in learning about and accessing agency services.
• Accepts and tracks both internal and external referrals for agency services.
• Contacts and prepares new clients for accessing services at Lifelong, including setting expectations, preparing for initial appointments, processing eligibility documents, and addressing barriers to services.
• Coordinates intakes with case managers, collects client’s eligibility documentation and enters into client e-files and database. Completes eligibility assessments.
• Keeps all common areas clean, tidy, and welcoming and assists with preparing for office events.
• Manages front lobby, greets all visitors, and announces arrivals to staff. 
• Assists staff with the distribution of supportive services, documenting services in usage log and database.
• Distributes information on community services to clients.

Office Coordination

• Ensures office supplies are available and organized, completes supply orders, processes receipt of supplies, and follows up on any missing or incorrect supplies.
• Oversees shared office equipment, submits IT tickets, and acts as point person on all follow-up for IT tickets related to shared office equipment. 
• Submits Facilities tickets and acts as point person for facilities communication, working with Facilities Supervisor through completion of office projects.
• Facilitates vendor visits for delivering supplies, completing repairs and maintenance, and other needs. 
• Trains all office personnel on office safety, including onboarding and running periodic safety drills.
• Participates in Safety Committee meetings, inventories safety kits, and orders additional supplies as needed.
• Completes safety checklists for office and submits to safety committee as required.
• Collects and provide feedback to facilities supervisor on safety concerns and trends.

Core Competencies:

• Ability to communicate clearly and professionally in both verbal and written form: excellent customer service and networking skills.
• Comfortable working with individuals along the entire continuum of diversity, including but not limited to varying abilities, races, classes, gender identities, and sexual orientations.
• Demonstrated ability to work effectively under stressful conditions, exercising appropriate crisis management and de-escalation skills.
• Demonstrated ability to work independently, be a self-starter, and maintain organization of competing priorities. 
• Proven ability to work collaboratively within a variety of systems while respectfully advocating with the appropriate parties for systemic improvements.
• Strong teamwork approach towards shared goals and high team morale.
• Proven ability to adapt to changing priorities and managing office workflow while maintaining strong client-centered care, demonstrating flexibility and adaptability.
• Working knowledge of Microsoft Word and Excel and experienced in database entry and electronic document storage with a high level of accuracy .
• Willingness to learn and grow as an employee, Lifelong staff person, and professional colleague, and to receive constructive feedback.

Education & Experience:

• High School graduate, or combination of related education and work experience.
• Previous experience in healthcare services office, advocacy organization, or related employment.

Benefits:

• Comprehensive medical, dental, and vision benefits
• Generous vacation (3 weeks your first year), sick leave, and 2 personal days a year
• 401(k) match
• Flexible spending accounts
• Life insurance options
• Long term disability
• Mass transit subsidy
• 15 paid holidays per year

Work Environment:

• All positions that involve in person work with clients are required to undergo a TB test within 30 days of starting employment and annually, or as required by program.
• Any offer of employment is contingent upon passing a criminal background check. Some programs may require additional background checks or frequency.
• This position operates in a professional office environment and requires extended periods of sitting at a desk and working on a computer. Occasional standing, walking, and light lifting of up to 20 pounds may be required to support office or event needs. The role may also involve occasional attendance at events or activities that take place outside of normal office settings or standard business hours.

_____________________________________________________________________________________

About Lifelong:

Lifelong is a community health organization committed to removing barriers to health with relentless compassion so that no one faces illness and injustice alone.

We lead with heart. Our respect for people drives our mission. For 40 years, Lifelong has fought health inequities so that everyone can have the opportunity to thrive. Our comprehensive services include food and nutrition, healthcare navigation, aging and disability support, and connection to housing and other vital resources.

We are looking for passionate, dedicated people to join our talented team and make real, meaningful changes in the daily lives of those living with chronic and life-threatening illnesses in their community. Lifelong offers exceptional benefits, including paid time off, medical and dental coverage in addition to a balanced work-life integration.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Lifelong, we are dedicated to building a diverse, equitable, inclusive and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

EEO Statement:

Lifelong is committed to creating an accessible, supportive environment and experience that recognizes diversity and cultural competence as integral components of what we do.

We are an Equal Employment Opportunity Employer and as such, we do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

_____________________________________________________________________________________

DISCLAIMER: INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are an integral part of a compensation system, effective performance review system, related promotion, transfer, layoff, etc. decisions.

All descriptions have been reviewed to illustrate the job functions and basic duties, in addition to peripheral tasks or that could generally be considered as other duties as assigned.

In no instance, however, should the duties, responsibilities and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Requirements, skills and abilities included have been determined to illustrate the minimal standards required to successfully perform the positions.