Contract Administration Coordinator

Pennsylvania Housing Finance Agency•Harrisburg, PA

About The Position

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. Job Description The Contract Administration Coordinator interfaces with and provides administrative support to the voucher and special claims processing team. As the first point of contact for callers into the department, the Contract Administration Coordinator also performs customer service functions.

Requirements

Business school education or two years practical working experience at an administrative level.
Proficiency with Microsoft Office and an ability to operate standard office equipment and type efficiently and accurately.
Willingness to learn new systems.
Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
Professional phone manners, ability to project a positive image and handle customer complaints and inquiries in a courteous/professional manner.
Ability to work independently and carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
Strong attention to detail and ability to identify errors and offer solutions.
Demonstrated ability to maintain the confidentiality of all information gathered on behalf of the Agency and/or its partners, which is not otherwise available to the general public.

Responsibilities

Enter and maintain assigned rent schedules in PHFA’s processing system and document management system.
Date stamp, log and distribute incoming mail daily.
Answer the phone and handle general inquiries relevant to the program.
Transfer move-in files to the designated directory for further processing.
Receive EIV penalty emails and notify staff of immediate changes.
Update and maintain the internal EIV spreadsheet.
Assist the Section 8 Compliance Officer to set up site visits and obtain, organize, and index, desk review documents.
Maintain data, including but not limited to, DUNS numbers, EIN numbers, UEI numbers, Owner/Agent and TRACS contact information in assigned systems, including data changes identified in the Tuesday report.
Respond to general inquiries from emails sent to assigned email boxes, as well as, direct emails from internal and external sources.
Maintain accurate contact information in all applicable systems by researching undeliverable emails to locate valid contact information.
Enter and index owner submission of special claims and all pertinent documentation as received to PHFA’s processing system and document management system.
Prepare monthly data reports for subcontractor’s scheduled upcoming Management & Occupancy Reviews.
Submit monthly, annual and other requested reports to HUD.
Maintain department’s form letters and notify staff of changes as necessary.
Work with applicable staff to update and maintain processing procedures manuals.
Review monthly index reports to ensure all voucher and special claims documents are indexed timely.
Provide a list of outstanding documents to Manager of Contract Administration and Senior Voucher Analyst.
Attend all requested meetings and trainings.
Provide administrative support to Divisional staff when requested by the Director of Housing Management, Manager of Contract Administration and Senior Voucher Analyst.
Complete any special assignments as requested by the Director of Housing Management, Manager of Contract Administration and Senior Voucher Analyst.