Housing Administrative Assistant

Bayview Foundation • Madison, WI

415d • $47,320 - $50,960

About The Position

The Housing Administrative Assistant at Bayview Foundation is responsible for supporting the day-to-day operations of the housing department, focusing on compliance, tenant relations, and property management. This full-time role involves assisting with resident recertifications, maintaining tenant files, and ensuring adherence to housing regulations, while fostering positive relationships with residents and community members.

Requirements

• Excellent administrative skills and attention to detail.
• Great customer service and the ability to cultivate and maintain positive relationships with all residents, partners, and colleagues.
• Excellent communication and interpersonal skills.
• At least 2 years of relevant work experience in property management with Low Income Housing Tax Credits and/or HUD Project-Based Section 8 Properties.
• Experience working with low-income communities of color and commitment to social justice, racial equity, and anti-racism.
• Knowledge of landlord/tenant and fair housing laws.
• A demonstrated ability to work independently, meet deadlines, organize time, set priorities, and take initiative.
• Experience using databases and/or housing management software such as Real Page One-Site.

Nice To Haves

• HUD Occupancy Specialist certification.
• LIHTC Tenant Occupancy certification.
• HOTMA certifications.

Responsibilities

• Coordinate the tenant recertification process, initial files, interim changes, and HUD payment submission.
• Meet with tenants initially, annually, and on an interim basis to complete required paperwork.
• Maintain complete, organized tenant files and related documentation regarding continuing eligibility.
• Regularly audit files to ensure compliance with all city, county, state, federal, and company policies.
• Monitor and enforce compliance of Bayview House Rules and Policies.
• Handle tenant conflicts and complaints and correspondences.
• Assist with parking assignments, monitoring, and enforcement.
• Assist with review and implementation of disability accommodation requests, including emotional support animals.
• Assist with reports to funding sources.
• Review and implement policies and procedures, in conjunction with the Housing Director.
• Process rental payments and prepare bank deposits.
• Assist with the creation of monthly rent and financial reports.
• Follow up on delinquent rent, tenant fees, and outstanding tenant damage invoices.
• Work in collaboration with Maintenance to create, track, and follow up on maintenance work orders and projects.
• Assist with annual inspections of all apartment units in accordance with HUD, WHEDA, and REAC.
• Help maintain the upkeep and appearance of the buildings and campus.
• Provide on-call maintenance emergency coverage on a regular schedule.
• Respond to tenant questions, complaints, and conflicts while maintaining privacy and dignity of tenants.
• Develop and maintain positive relationships with tenants.
• Create and maintain an effective marketing program that adheres to program requirements and fair housing.
• Maintain and update the waiting list.
• Answer calls about available apartments and show available apartments.
• Screen and process all incoming applications and prepare lease documents for new tenants.
• Help coordinate tenant move-ins and move-outs.

Benefits

• Disability insurance
• Health insurance
• Dental insurance
• Paid time off
• 403(b) Retirement plan with up to a 6% employer match

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Real Estate
• Education Level: No Education Listed