HUD Housing Coordinator

Bonita House•Oakland, CA

23h•Onsite

About The Position

The HUD Housing Coordinator coordinates the day-to-day administration of affordable and supportive housing activities while maintaining compliance with applicable HUD requirements, subsidy rules, fair housing obligations, organizational policies, and funding-source restrictions. The role manages the resident housing cycle from referral and eligibility review through move-in, occupancy, annual and interim recertification, transfer, and move-out. The Coordinator is a primary contact for applicants, residents, property-management partners, service teams, landlords, vendors, and oversight agencies, and maintains complete, accurate, audit-ready files. The position handles HUD compliance and eligibility, applicant intake and housing navigation, waiting-list administration, move-in coordination, recertifications, ongoing occupancy actions, move-outs, rent and subsidy administration, file and data management, inspections, resident communication, compliance reviews and audits, fair housing and confidentiality, eviction-prevention support, partnership coordination, and general housing operations. It requires regular travel to agency and partner locations in the Bay Area. Work is generally conducted in office and residential-housing or community-based settings, with occasional schedule flexibility for move-ins, inspections, urgent occupancy matters, or resident meetings.

Requirements

At least three years of progressively responsible experience in HUD-assisted, affordable, supportive, or subsidized housing, including hands-on responsibility for eligibility, move-ins, annual and interim recertifications, rent calculations, and move-outs.
Working knowledge of HUD occupancy and compliance requirements, including documentation standards, income and asset verification, EIV use where applicable, tenant rent calculations, required notices, file security, and audit readiness.
Experience managing multiple resident or property files and regulatory deadlines with a high degree of accuracy.
High school diploma or equivalent.
Experience using Yardi or a comparable property-management, housing, or client-information system.
Proficiency with Microsoft Word, Excel, Outlook, electronic document management, and routine reporting.
Ability to interpret regulations, administrative plans, leases, policies, notices, and program guidance, and to seek clarification when requirements conflict or are unclear.
Strong written, verbal, customer-service, organizational, and time-management skills.
Ability to perform accurate calculations, identify inconsistencies, document decisions, protect confidential information, and meet recurring deadlines with limited supervision.
California Driver’s License and a driving record acceptable by the Agency’s insurance company.
Reliable transportation and ability to reach designated Bay Area sites within reasonable travel times.
Ability to perform essential functions with or without reasonable accommodation, including periods of sitting, standing, and walking; navigating stairs; occasional lifting, carrying, or moving items up to 15 pounds; and operating office equipment.

Nice To Haves

Associate or bachelor’s degree in social services, public administration, business, property management, or a related field; relevant additional experience may substitute for education where permitted.
HUD occupancy, assisted-housing, tax-credit, or affordable-housing certification is strongly preferred; the employee must obtain and maintain any certification required by the program or funder.
Experience working respectfully with people experiencing homelessness, housing instability, behavioral health challenges, disabilities, or other barriers to housing.

Responsibilities

Apply HUD program rules, occupancy standards, income limits, rent calculations, verification requirements, subsidy restrictions, and required notices; monitor regulatory updates and implement approved procedural changes.
Receive referrals, conduct intake, explain program requirements, obtain releases and supporting documentation, assess basic eligibility, identify housing barriers, and coordinate next steps.
Maintain waiting lists and applicant logs, documenting contacts, preferences, status changes, offers, withdrawals, denials, and reasonable-accommodation requests according to selection-plan and record-retention requirements.
Coordinate move-ins by assembling and reviewing files; verifying eligibility; calculating tenant rent and assistance; coordinating unit readiness and inspection; preparing leases and disclosures; conducting orientations; collecting authorized charges; issuing keys; and documenting possession.
Manage annual and interim recertifications, including due-date tracking, notices, interviews, permitted verifications, EIV and related reports where applicable, discrepancy investigations, rent-change calculations, signatures, required notices, and timely certification completion.
Process household and income changes, transfers, absences, repayment agreements, accommodation-related housing requests, and other occupancy actions according to applicable requirements and approval processes.
Coordinate move-outs, including notices, resident obligations, inspections, key return, subsidy and occupancy record updates, disposition documentation, notifications, and support for security-deposit accounting with authorized staff.
Maintain rent rolls and payment records; receive authorized payments when assigned; issue receipts; prepare deposits; support voucher or subsidy submissions; reconcile discrepancies; and follow internal fund-handling controls.
Maintain secure electronic and paper files, enter accurate information in Yardi or other designated systems, and produce routine occupancy, compliance, vacancy, and deadline reports.
Schedule and document applicable inspections; communicate deficiencies; coordinate repair access; track corrective actions; and retain proof of completion.
Explain program requirements, rent calculations, documentation requests, deadlines, lease obligations, grievance or appeal options, and housing resources using respectful, trauma-informed, culturally responsive, and accessible communication.
Conduct routine file reviews, correct deficiencies, organize requested documents, respond to monitoring findings, and assist with HUD, funder, investor, or internal audits and management reviews.
Apply policies consistently and without discrimination; route reasonable-accommodation and language-access requests appropriately; and safeguard personally identifiable, financial, and resident information.
Track lease concerns, coordinate problem-solving conferences and service connections, document interventions, and support authorized notices or legal referrals within the position's scope.
Coordinate with property owners, housing authorities, service providers, case managers, finance staff, maintenance teams, and community partners to resolve barriers and support housing stability.
Respond to resident and property concerns, manage competing priorities, meet regulatory deadlines, participate in meetings and trainings, provide coverage for housing operations, and complete other related duties as assigned.
Travel regularly to multiple agency and partner locations within the Bay Area.