Leasing Waiting List Coordinator

Portland Community Reinvestment Initiatives, Inc (PCRI)•Portland, OR

17d•$23 - $29•Onsite

About The Position

Portland Community Reinvestment Initiatives, Inc. (PCRI) is a non-profit community development corporation dedicated to preserving, expanding, and managing affordable housing in Portland, Oregon, and providing access to and advocacy for resident services. With over 800 units of affordable housing, PCRI offers a unique mix of housing types designed to help low-income households remain in their neighborhoods. PCRI's Pathway 1000 initiative aims to create at least 1,000 homes over the next 10 years, with a focus on N/NE Portland neighborhoods, to combat involuntary displacement. The Leasing - Waiting List Coordinator is a key role within the Property Management Team, responsible for the administration, maintenance, and integrity of housing waiting lists for affordable housing communities and programs. This position ensures compliance with HUD, Fair Housing, LIHTC, and agency regulations while delivering exceptional customer service to applicants. Responsibilities include managing applicant intake, eligibility screening, waiting list updates, data entry, correspondence, and reporting to support occupancy goals and regulatory compliance. The role also supports other team duties such as certifications, recertifications, leasing, and general resident support.

Requirements

High school diploma or GED required
Minimum 2 years of administrative, housing, property management, customer service, or eligibility determination experience.
Knowledge of rental assistance and affordable housing programs.
In depth knowledge of all rules and regulations surrounding property management.
The ability to read and understand technical documentation such as federal housing regulations and associated policies and procedures.
Knowledge of the community, social and economic resources available to low income individuals, with particular emphasis on resources as they apply to housing.
Knowledge of computer systems and spreadsheets. Proficient with Microsoft Office Suite: Word, Excel, Outlook.
Knowledge of general office equipment.
Self-motivation and self-organization is essential.
Superior verbal, written, analytical and interpersonal communication skills.
Ability to learn and follow Federal and State housing regulations, policies and procedures.
Ability to maintain confidentiality of tenants.
Ability to work with diverse ethnic and low-income families in a professional manner.
Ability to work creatively with management and department staff to achieve objectives.
Ability to communicate effectively with prospective tenants and all levels of management.
Ability to generate reports and business correspondence. Effectively present information and respond to potential residents and the general public.
Ability to work organizationally, individually and collectively to fulfill PCRI rental housing goals and objectives.
Must be able to manage multiple and changing priorities.
Ability to climb stairs several times a day. Physical ability to bend, stoop, twist, reach and pull.
Must have and maintain a valid driver’s license and be able to pass a driving record check as determined by PCRI criteria.

Nice To Haves

college degree preferred in business administration, or related field.
Experience with affordable housing programs preferred.
Experience working with HUD, Section 8, Public Housing, LIHTC, or subsidized housing programs preferred.
Experience with various forms of housing to include single family, multi-family and apartment complexes.
Prior experience using Yardi Property Management software.
Experience working in a non-profit organization.

Responsibilities

Manage and maintain housing waiting lists for multiple affordable housing properties and programs.
Coordinate and update availability and conduct property tours.
Maintain marketing & outreach on PCRI’s website and social media along with Zillow, Home Forward, Housing Connector, Local community & housing organizations, 211 etc.
Track and update eligible max rents and utility allowances on an annual basis in accordance with state guidelines.
Process and update housing applications in accordance with established policies and procedures.
Monitor applicant status, preferences, priorities, and eligibility requirements.
Conduct periodic waiting list updates and purge activities.
Ensure applicant records are accurate, complete, and maintained confidentially.
Track unit availability and coordinate applicant selection processes.
Serve as the primary point of contact for applicants regarding housing opportunities and waitlist status.
Investigate tenant disturbances, violations, or complaints, and resolve problems in accordance with regulations established in the lease agreements. Send violation letters.
Engage the legal services of Andor Law as needed and monitor timelines accordingly.
Respond to inquiries via phone, email, mail, and in-person visits.
Explain program requirements, eligibility criteria, and application procedures.
Assist applicants in completing required forms and documentation.
Maintain professional and respectful communication with diverse populations.
Review applications for completeness and eligibility.
Verify household composition, income, assets, and preference qualifications.
Support preparing/drafting resident notices & behavioral violations.
Schedule and coordinate annual, interim, move-in, move-out, and special unit inspections.
Notify residents of upcoming inspections and explain inspection requirements.
Conduct inspections of residential units and common areas to identify health, safety, maintenance, and compliance concerns.
Process Move In: prepare lease packages and perform the lease signing – explaining terms and conditions of the lease. Complete joint Move In inspection with approved tenant.
Enforce terms of rental agreements: ensure that all provisions of the lease are being followed, implement appropriate lease renewal process.
Process Move Out: complete “pre-inspections” for units that are on Notice to Vacate. Processes Move Out inspection and prepare accounting paperwork for charges to be applied towards Security Deposit.
Ensure inspections are completed in accordance with applicable HUD, LIHTC, Fair Housing, and local housing regulations.
Maintain inspection calendars and tracking systems.
Prepare inspection reports and document findings accurately and timely.
Enter and maintain applicant information within housing management software systems (e.g., Yardi, or similar platforms).
Generate reports related to waiting list activity, occupancy, and applicant demographics.
Maintain electronic and paper files in accordance with record retention requirements.

Benefits

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
10 days of paid Vacation after the completion of one year of employment that increase over time to 20 paid days.
9 days of paid Sick Leave
3 days of paid Personal Time Off
10 paid holidays
employer-paid health coverage (medical, dental, vision) that requires a contribution for employee if dependents added to plan
Long Term Disability Insurance
403(B) employer match contribution of up to 3% of employee's annual salary.
Voluntary benefits include: Life Insurance, Short Term Disability insurance, critical and accidental insurance.