Housing Specialist

The Fedcap Group•Austin, TX

About The Position

The Housing Specialist is responsible for coordinating and managing all phases of the housing assistance process — from initial intake through project completion and grant reimbursement. This role ensures compliance with multiple funding sources while providing exceptional service to clients, contractors, and partner agencies.

Requirements

High school diploma, GED, or equivalent.
Experience in construction, with regular interaction with clients and subcontractors.
Must have own transportation & a valid Driver's License.

Nice To Haves

Experience with construction estimating software (preferred).
Two or more years of experience in a non-profit sector (preferred).
Bilingual in English and Spanish (preferred).

Responsibilities

Client Intake, Eligibility, and Application Management
Conduct initial intake screenings and process housing program applications to determine client eligibility.
Manage the waiting list, distribute application packets, follow up on incomplete or pending applications, and send reminder notices to clients regarding deadlines or missing documentation.
Review and process application denials, drafting and mailing formal denial letters.
Submit required Short Forms and Long Forms for all City of Austin projects.
Create affidavits, acknowledgements, and other customized client documents for unique application or project situations.
Refer clients to the Single Stop website and other community partners for additional resources and services.
Project Coordination and Field Oversight
Schedule and attend all in-person initial, weekly, and final home inspections, ensuring project quality and compliance.
Prepare and obtain client and contractor signatures for all initial, pre-construction, and final documents required per grant guidelines.
Host and oversee pre-construction meetings, coordinating with clients, contractors, and internal staff.
Schedule official project start dates and prepare clients by reviewing pre-construction expectations (e.g., clearing work areas).
Finalize work orders in collaboration with clients and contractors and process any change orders or prior approval requests required during construction.
Take, label, and organize all before and after photos for each project.
Coordinate touch-ups and warranty claims with clients and contractors after project completion.
Verify and print all permits from the City of Austin website, ensuring each project is closed out properly.
Administrative and Compliance Functions
Create and maintain comprehensive client and program files, ensuring all documentation is complete, accurate, and audit ready.
Scan, upload, and maintain digital records in the program database.
Keep contractor files and documentation current and updated.
Prepare, organize, and submit DO# requests, grant amendments, and prior approval requests to funding agencies as needed.
Process and track contractor invoices, create check requests, and follow up on any payments pending beyond two weeks.
Create and submit Payment Request Packets for each completed project to the appropriate grant agency for reimbursement and follow up on pending requests older than 30 days.
Maintain file organization and upkeep, and send clients copies of all signed documents for their records.
Track and submit mileage reimbursement and TVC timesheets.
Manage office supply inventory and place orders for the housing department.
Grant and Reporting Responsibilities
Prepare and submit all monthly and annual grant reports, including performance, demographic, and outcome reports.
Create, process, and submit grant amendments for TVC as needed.
Assist the Housing Director with grant applications and budgeting for TVC and City of Austin programs.
Ensure compliance with City of Austin, TVC, and other funding agency requirements.
Prepare for and attend grant audits, ensuring all documentation is current and organized.
Attend monthly coalition meetings, training sessions, and grant provider webinars to stay updated on program changes and compliance requirements.
Act as liaison with funding agencies to oversee housing activity setups and secure ongoing funding.
Client and Partner Relations
Serve as the primary point of contact for all clients, contractors, and grant officers regarding application status, program details, eligibility, project timelines, and material specifications.
Provide professional, courteous, and timely communication, ensuring client satisfaction and trust.
Collaborate with coalition partners for client referrals and to coordinate additional assistance when appropriate.
Address and resolve client concerns, issues, and complaints with empathy and efficiency.