Site Occupancy Specialist - Quail Run Apartments, Santa Rosa CA

Eden Housing•Santa Rosa, CA

14d•$23 - $26•Onsite

About The Position

The Site Occupancy Specialist assists the Community Manager with the day-to-day work of maintaining compliance with the property’s regulatory agreements, following established management operating and fiscal policies. The position processes applicants and household recertifications, maintains waitlists and resident files, coordinates inspections and move-in/out procedures, and supports office and property operations. The role requires consistent application of program and project rules, professional and courteous interactions with residents and others, and sensitivity to residents’ cultural backgrounds, economic status, and special needs. The position also includes regular property walks and inspections, recordkeeping, and attendance at assigned training and possible on-site safety meetings. Eden Housing is an equal opportunity employer.

Requirements

One year of property management experience.
Proficient in processing Tax Credit and/or HUD files.
Prior experience with HUD or CTCAC properties is required.
Ability to read and interpret safety rules, government regulations, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence and speak effectively before groups of residents or employees.
Ability to perform basic arithmetic and compute rates, ratios, and percentages.
Ability to solve financial, maintenance, and resident problems logically and creatively, and handle situations with limited standardization.
Ability to recognize when residents should be referred to the Manager or Service Coordinator.
Ability to interpret written, oral, and schedule-based instructions.
Ability to meet the stated physical and sensory demands, including walking, standing, sitting, bending, stooping, squatting, climbing stairs, lifting, and communicating clearly.
Must pass the California driver’s license vision test.
Ability to proofread and read policies, procedures, contracts, forms, and handwritten information.
Ability to receive verbal information and instructions in person and over the phone, distinguish emergency-equipment sounds, and detect foreign or unpleasant odors.
Ability to concentrate despite interruptions and attend to tasks for more than 60 minutes at a time.
Ability to retain verbal and written information for extended periods.
Ability to perform each essential duty satisfactorily; reasonable accommodations may be made for individuals with disabilities.

Nice To Haves

Previous experience in affordable housing management.
General understanding of preventive and ongoing apartment maintenance.
Computer literacy, including PC hardware; familiarity with YARDI software is a plus.
Proficiency with word-processing and spreadsheet software, including Word, Excel, and Outlook.
Self-starter who is flexible, detail-oriented, and well organized.
Ability to work independently and in a team environment.
Experience working with diverse groups, including staff, residents, and outside contacts.
Commitment to the company’s goals and philosophy and a passion for equitable housing.
Tax Credit Occupancy Specialist (TCS) or Certified Occupancy Specialist (COS) certification.
Desirable second-language skills, which may vary by site.

Responsibilities

Process applicants for move-in in accordance with Eden’s policies and procedures.
Track annual household recertification dates and send recertification letters 120 days before certification due dates.
Interview households and obtain appropriate documentation to verify income and assets.
Complete annual recertification paperwork and submit files to the assigned auditor for approval.
Maintain the waitlist and process applications in accordance with compliance regulations and EHMI policies.
Purge the waitlist annually according to Eden policy and purge files annually according to the file retention policy.
Coordinate Housing Authority inspections of vacant units before applicant move-in dates.
Update Eden’s internal waitlist tracker with open or closed status monthly.
Refer applicants to alternative housing when units are occupied or the waitlist is closed.
Apply HUD, CHFA, RHCP, TCAC, and other applicable program rules and regulations consistently.
Prepare Project Status Reports.
Maintain a clean, organized office and answer telephone calls and handle office interactions courteously.
May collect rent, account for collected funds, make daily bank deposits as needed, and order office supplies.
Sort and distribute internal mail.
Schedule maintenance repairs, generate and file completed work orders, and follow up as appropriate.
Assist with resident move-in and move-out procedures and unit inspections.
Compile and maintain accurate resident records, including emergency information and incident reports.
Maintain neat and orderly resident files according to EHMI standard policies.
Walk the property daily and inspect interior and exterior common areas using an approved checklist.
Promote positive relationships among residents, housing personnel, service coordinators, agencies, and the community.
Represent the project in business-related matters with residents and the broader community.
Use sound judgment and maintain professionalism, consistency, integrity, and confidentiality in resident and business matters.
Attend assigned training and may facilitate on-site safety meetings.
Accurately report time worked in accordance with Eden policies and procedures.