Occupancy Specialist

Sail • St. Paul, MN

2d • Onsite

About The Position

This is a technical seat for someone who knows HUD occupancy work and wants to do it well. The Occupancy Specialist owns HUD occupancy compliance. Initial certifications, annual and interim recertifications, EIV, TRACS submissions, waitlist integrity, move-ins, and audit readiness all run through this seat. You will work alongside the on-site management team and SAIL's centralized compliance team, who are there for second reads, regulatory questions, and audit preparation. A big portion of this role will be collecting information from Residents, completing the file and submitting it to our system for an initial and final review. This is a specialist track. If you want to go deeper into HUD program expertise rather than into people management, that is a path we will support. With a tax credit recapitalization ahead, it is also a rare chance to build layered program experience on a live deal, which is the kind of depth that is hard to get anywhere else.

Requirements

• Two or more years of affordable housing experience, including recertifications, income verifications, and resident file management
• Working knowledge of project-based Section 8 requirements and HUD Handbook 4350.3
• Demonstrated accuracy with income and asset calculations
• Exceptional organization and the discipline to work a recurring deadline calendar without being chased
• Patient, clear communication with residents, and a steady professional tone with agency and third-party contacts
• Comfort handling sensitive resident information confidentially and with care
• Working knowledge of Fair Housing regulations
• Ability to work on-site full-time

Nice To Haves

• COS certification, or the willingness to earn it within the first year with SAIL's support
• Hands-on experience with EIV and TRACS submissions
• Experience preparing for or responding to a Management and Occupancy Review
• Experience with LIHTC, tax credit certifications, or a property with layered HUD and tax credit programs
• Experience at a community undergoing rehabilitation or recapitalization with residents in place
• Proficiency in Yardi or similar property management software
• Ability to speak Somali is a plus, and valuable in serving the residents of this community

Responsibilities

• Complete initial certifications, annual recertifications, and interim recertifications in accordance with HUD Handbook 4350.3.
• Calculate income and assets accurately, obtain and document third-party verifications, and prepare the HUD-50059 and supporting documentation for signature.
• Work the notice schedule so certifications are effective on time.
• Run and review required EIV reports, including income discrepancy, new hires, and zero income.
• Research and resolve discrepancies, document the resolution, and take corrective action where it is warranted.
• Prepare and submit certifications through TRACS, monitor for errors and rejections, and clear them promptly.
• Maintain the waitlist with precision and process applications in the order required by the tenant selection plan.
• Verify eligibility, complete screening within policy, and coordinate move-ins so units are occupied without unnecessary vacancy loss.
• Protect Fair Housing standards in every interaction.
• Conduct certification interviews with patience and clarity.
• Help residents understand what is needed, why it is needed, and what happens next.
• Follow up on outstanding documentation persistently and respectfully.
• Handle sensitive household and income information with complete confidentiality.
• Keep resident files organized and audit-ready at all times rather than assembling them under pressure.
• Support Management and Occupancy Review preparation, respond to file review findings, and partner with SAIL's compliance team on corrective action and program reporting.
• Partner with SAIL's compliance team and ownership on the file work that comes with a tax credit recapitalization, including certifications, income limits, and agency and investor documentation.
• Keep residents informed and supported throughout.
• Maintain accurate resident data in the property management system.
• Track the certification calendar and report status weekly.
• Surface risk early, with the documentation already gathered.

Benefits

• Base salary $58,000 to $65,000 DOQ, plus quarterly bonus potential
• Medical, dental, vision, 401(k), paid time off, company holidays, MN Earned Sick and Safe Time
• Paid certification support, including COS, and continuing education to maintain it
• A centralized compliance team behind you for second reads, regulatory questions, and audit preparation
• Hands-on experience with a tax credit recapitalization, on a live deal, with support
• A specialist career track, for people who want deeper program expertise rather than a management title
• Meaningful work in a firm that treats compliance as craft rather than paperwork

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed