Occupancy Specialist

Abode • San Jose, CA

6h • Remote

About The Position

Abode, one of the largest and effective nonprofits working to end homelessness in the Bay Area, is seeking an Occupancy Specialist for our programs throughout the Bay Area. The Occupancy Specialist is responsible for ensuring that all applicants and residents within an assigned portfolio of properties are fully compliant with applicable local, state, and federal occupancy requirements for initial certification and eligibility at move-in. This centralized role supports multiple properties rather than a single site and works in close coordination with Resident Relations Managers, Property Operations leadership, and Compliance staff to ensure units are leased efficiently, waiting lists are managed accurately, and regulatory standards are met across the portfolio.

Requirements

• High school diploma or equivalent (GED) required.
• 3-5 years' experience working with tax credit and other affordable housing program rules and regulations.
• Valid and current Certified Occupancy Specialist (COS) designation, Tax Credit Certification or ability to successfully attain certification within six months of hire date.
• Reliable transportation or access to a vehicle is required to work in an office, attend in-person meetings, and offsite events.
• Must be willing to travel between multiple counties to properties and administration offices within Abode’s portfolio with reliable transportation to ensure timely arrival to the office or Abode worksites.
• Excellent verbal and written communication, organizational, and time management skills.
• Strong analytical and problem-solving skills with meticulous attention to detail.
• Ability to work well independently and collaboratively with teams.
• Proficiency in Microsoft Office programs, systems, and platforms with experience with property management software like YARDI or similar.
• Ability to learn and use required mobile devices and business-related applications.
• Outstanding communication skills and high degree of emotional intelligence, cultural humility, with a proven track record to build and maintain effective relationships with a wide variety of internal and external contacts.

Responsibilities

• Manage initial occupancy eligibility and certification, including transfers or household composition changes for an assigned portfolio of properties, ensuring compliance with Landlord/Tenant Laws, VAWA, Fair Housing, PSH, LIHTC, other applicable regulatory requirements or local, state or federal programs.
• Obtain, review, verify, and submit for approval applicant files and household change documents for accuracy, income eligibility, rent limits, utility allowances, and program-specific requirements prior to move-in.
• Ensure all eligibility determinations align with partnership agreements, regulatory agreements, and internal policies.
• Maintain and manage centralized housing waiting lists using the property management system (e.g., Yardi).
• Coordinate with referral sources, service providers, and internal teams to facilitate application flow for assigned properties.
• Monitor applicant status and ensure timely movement through the eligibility pipeline using property management system (e.g., Yardi, Rent Café).
• Partner with Resident Relations Managers (site staff) and Property Operations leadership to align occupancy activity with unit readiness and leasing timelines.
• Provide clear guidance to site teams regarding eligibility status, documentation needs, and move-in readiness.
• Serve as a centralized resource to support consistent occupancy practices across assigned properties.
• Monitor regulatory changes affecting occupancy and eligibility requirements and escalate updates to the Occupancy and Leasing Manager.
• Prepare and maintain complete and accurate applicant/resident files and leasing notes for occupancy activity in the property management system.
• Submit vacancy claims and related documentation to funders as required.
• Produce status, productivity, trackers and compliance reports related to assigned portfolio and maintain KPI standards related to occupancy.
• Enter and maintain accurate occupancy data in the property management system.
• Maintain documentation standards to support internal audits, funder reviews, and regulatory monitoring.
• Complete required organization and position-specific training to maintain compliance.
• Other duties as assigned.

Benefits

• 100% paid health, vision, and dental options
• 19 PTO days & 12 Holidays per year
• Voluntary benefits: FSA, EAP, Commuter Checks, Life Insurance, Legal, and more
• 3% retirement match/contribution
• Professional Development Trainings and Opportunities, Leadership Academy Programs, and All Staff Events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED