Occupancy Clerk

Retirement Housing Foundation•Pasadena, CA

46d•$26 - $28

About The Position

The Occupancy Specialist at Pilgrim Towers North NP , a senior apartment community, is responsible for ensuring full compliance with HUD program regulations while managing all aspects of resident occupancy. This role oversees tenant records, certifications, and the occupancy lifecycle from move-in through move-out. The position requires strong attention to detail, excellent organizational skills, and a commitment to providing outstanding customer service to support a compliant, efficient, and welcoming housing environment for residents.

Requirements

Previous experience and working knowledge of HUD occupancy regulations is required.
Strong organizational, verbal, and written communication skills.
Ability to analyze and manage sensitive and confidential information in compliance with applicable regulations.
Excellent attention to detail and ability to manage multiple priorities effectively.
Strong interpersonal skills with a customer-focused approach.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and occupancy software systems.
Ability to work independently and collaboratively as part of a team while maintaining a positive and professional demeanor.
Must successfully pass background and credit checks in accordance with RHF policies.
Flexibility to work occasional evenings or weekends, as needed.

Nice To Haves

Occupancy Specialist and/or Tax Credit Specialist certifications are preferred.
Experience with occupancy management software, particularly OneSite , is strongly preferred.

Responsibilities

Manage all aspects of the occupancy process, including move-ins, move-outs, annual recertifications, and interim certifications, in compliance with HUD program requirements.
Maintain an accurate and up-to-date waiting list of prospective residents.
Schedule and conduct monthly resident interviews, collecting and verifying all documentation required for certifications and recertifications.
Ensure timely completion of all occupancy-related tasks in accordance with established deadlines and regulatory guidelines.
Maintain complete, accurate, and confidential tenant files in accordance with HUD standards.
Process background checks, credit reports, special claims, and all required documentation for applicants and residents.
Run monthly EIV reports, ensure compliance with HUD requirements, and maintain organized EIV binders for audits and reviews.
Assist with addressing and resolving findings from Management and Occupancy Reviews (MORs), ensuring deficiencies are corrected promptly.
Build and maintain positive relationships with residents by providing exceptional customer service to a diverse senior population.
Respond to resident questions and concerns in a timely, professional, and courteous manner.
Collaborate with the property management team to support resident satisfaction and promote a well-functioning community.