Office Manager for Supportive Housing

VOA Illinois•Joliet, IL

12d•Onsite

About The Position

The Office Manager supports the daily operations of supportive housing properties by coordinating front‑desk functions, assisting with leasing and certifications, and ensuring compliance with HUD, LIHTC, and agency requirements. This role serves as a key administrative and resident‑facing position, maintaining smooth office operations while supporting the Property Manager with COS‑level compliance tasks, resident communication, and building oversight.

Requirements

Experience in affordable housing, supportive housing, or property management.
Strong administrative, organizational, and customer service skills.
Ability to work with vulnerable populations with empathy, patience, and professionalism.
Proficiency in property management software (OneSite or similar).
Excellent written and verbal communication skills.
Ability to manage multiple priorities in a fast‑paced environment.
High School Diploma or equivalent.

Nice To Haves

Certified Occupancy Specialist (COS); additional certifications (TCS, HCCP, MOR training)
Experience in the field of social services, property management or related experience with homeless services; housing programs preferred.
Experience working with populations experiencing severe and persistent mental illness and/or substance use disorder.

Responsibilities

Collect, verify, and upload resident documentation; maintain accurate and organized tenant files.
Prepare compliance packets, notices, and correspondence for resident eligibility and program adherence.
Support Property Manager during audits, MORs, INSPIRE inspections, and file reviews
Maintain compliance tracking logs, rent rolls, and reporting calendars.
Assist with initial certifications, annual recertifications, and interim recertifications in accordance with HUD, LIHTC, and other funding program requirements.
Ensure adherence to Fair Housing, ADA, and agency policies.
Conduct property tours, respond to leasing inquiries, and maintain waitlists in accordance with regulatory guidelines.
Process applications, verify eligibility, and prepare leasing documents and move‑in packets.
Coordinate move‑ins, move‑outs, unit inspections, and orientation for new residents.
Post required notices, manage renewal paperwork, and support rent collection processes.
Maintain accurate occupancy data and assist with vacancy reduction strategies.
Serve as the primary point of contact for residents, visitors, vendors, and service providers.
Manage phones, mail distribution, office supplies, and general administrative workflow.
Maintain a welcoming, professional, and safe front‑office environment.
Respond to resident questions, concerns, and service requests with empathy and professionalism.
Log maintenance requests and follow up with maintenance staff to ensure timely completion.
Support building access control, visitor logs, and emergency communication procedures.
Build positive, respectful relationships with residents, including seniors, individuals with disabilities, and formerly homeless individuals.
Assist with resident notices, community updates, and supportive services coordination.
Support crisis response by notifying appropriate staff and following safety protocols.
Participate in resident meetings, events, and community‑building activities as needed.