Housing Operations Coordinator

Puyallup Tribe of Indians•Tacoma, WA

21h•Onsite

About The Position

The Housing Operations Coordinator is responsible for supporting the overall operations of the PTOI Housing Department. This includes coordinating with contractors and maintenance staff, completing resident intake and retention processes, managing unit inspections and turnover tracking, and ensuring compliance with all applicable Codes, Regulations, and Department Policies. The Housing Operations Coordinator acts as a liaison between residents and the department to enhance the living experience and maintain housing quality.

Requirements

Bachelor’s degree from a four-year college or university and at least one year progressively responsible experience in office, management or social services work; or Associate’s degree from two-year college or technical school and at least four years’ experience; or equivalent combination of education and experience. Intermediate computer skills in word process and spreadsheets.
Ability to identify, read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Must have interpersonal skills and be team oriented.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Must have and maintain a valid Washington State driver’s license and proof of insurance. Driver’s License must contain no restrictions that would prevent an employee from driving a GIS vehicle.
Knowledge of standard business practices, office and filing procedures, computer operations and documentation techniques.
Ability to obtain a working knowledge of the HUD Indian Housing Program regulations, Tribal Ordinances and Puyallup Tribal Housing Department Admissions, Occupancy, Collections and Eviction Policies and procedures.
Ability to plan, organize, manage, coordinate and provide services to residents.
Ability to establish and maintain effective working relationships with residents, staff, and other individuals, agencies or groups.
Ability to initiate responsibly and work independently with minimal supervision. Ability to communicate well, both verbally and in writing.

Responsibilities

Maintains a working knowledge of relevant Tribal Code regulations and guidebooks, Housing Department policies and procedures, leases, homebuyer and HAP agreements and Tribal Ordinances that effect Landlord/Tenant matters.
Assists in the planning, implementation, and evaluation of housing operations policies and procedures.
Provides information on all housing programs and services, including eligibility requirements and application processes.
Maintains effective working relationships with residents, Housing Department and Tribal staff, following standard business practices.
Provides an on-site presence at PTOI Housing properties to support community standards, ensure maintenance follow-up, and help resolve resident concerns.
Screens applicants for admission and confirms eligibility at time of selection.
Conduct intake on new applicants, following policies and procedures.
Performs background checks. Prepares all leases, homebuyer and Housing Assistance Plan (HAP) agreements for signature by the families, landlords, and housing officials as appropriate.
Provides orientation to the family, explaining all provisions in the lease agreements and collection policies, informing them of their rights and responsibilities as participants in the program.
Monitors household compositions and any changes.
Calculates required monthly payments consistent with Housing Department policies.
Collects security deposits and required monthly payments; provides proper documentation of received payments and mails out receipts as necessary. Ensures funds are received by accounting department.
Responsible for working with utility companies to manage accounts and make timely payments.
Ensure common areas are cleaned and maintained daily.
Enters data in electronic data base system to keep and maintain tenant files.
Maintains confidentiality and secures files.
Provides excellent customer service and communication to residents. Manages resident relations by promptly responding to resident complaints with proposed resolutions.
Assists residents with referrals to Tribal departments such as, Wrap Around, CAP, Representative Payee Program, etc.
Counsels delinquent families on their financial responsibility, including financial literacy training, and prepares Payback Agreements and/or other Plans of Action with residents to resolve violations of Leases and Homebuyer requirements.
Follows collection and eviction policies, makes personal contact with residents and sends proper written notice of all compliance issues.
Recommends lease termination and evictions after conducting investigations, providing Due Process and proper documentation per adopted policies.
Assembles all necessary documentation of administrative actions, prepares case files to satisfy Court procedural requirements
May represent the department in Tribal Court.
Coordinates daily communication between residents, maintenance, contractors, and other departments to address repairs, word orders, and housing operations.
Track and coordinate unit maintenance schedules, work order completions, and unit turnover timelines to ensure efficient operations.
Conducts move-in and move-out inspections and prepares inspection reports. Prepares all pre- entrance reviews and tenant screening requirements. Conducts routine residential inspections to ensure property is maintained regularly.
Assists in maintaining residential keys. Processes requests to re-issue, including payment from tenant. Ensures tenants return keys during move-out process. Assists tenants when locked out of unit.
Conduct or assist with rapid drug contamination testing of units (e.g., methamphetamine or fentanyl) when directed by PTOI Housing management. All necessary training and protective equipment will be provided by the department.
The incumbent is expected to continually follow up on all issues or concerns until they are resolved.
Provides scheduled and special reports, correspondence, and database management.
Works with Tribal Law Enforcement in resolving matters, when appropriate.
Responds to emergencies 24/7, being on-call and performing grounds and checks. Notifies Law Enforcement of emergencies as needed.
Performs other duties as assigned.