Site Occupancy Specialist - Quail Run Apartments, Santa Rosa CA

Eden Housing•Santa Rosa, CA

5d•$23 - $25•Onsite

About The Position

Within established management operating and fiscal policy, the Occupancy Specialist assists the Community Manager in managing the day-to-day activities of maintaining compliance with each of the property’s regulatory agreements. The role involves processing applicants for move-in, tracking and completing annual recertifications, maintaining waitlists, and ensuring compliance with various program rules and regulations. The specialist also handles office interactions, may collect rent, coordinates inspections, and assists with resident move-in/out procedures. A key aspect of the role is maintaining accurate resident files and ensuring consistent application of project rules and regulations, while promoting harmonious relations among residents and staff.

Requirements

One year of property management experience
Proficient processing Tax Credit and/or HUD files.
Prior experience with HUD or CTCAC properties required
Ability to read and interpret documents such as safety rules, governmental regulations, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of residents or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent.
Ability to solve financial, maintenance and resident problems logically and creatively and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to recognize appropriate time to refer residents to Manager or Service Coordinator.
Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

Nice To Haves

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

Responsibilities

Process applicants for move-in following Eden’s policies and procedures.
Track annual recertification dates for all households and send annual recertification letters 120 days prior to the certification due date.
Interview households and obtain appropriate documentation to verify income and assets.
Complete annual recertification paperwork and submit the file for approval to the assigned auditor.
Maintain waitlist and process applications in conformance with compliance regulations and EHMI policies.
Purge waitlist annually following Eden policy.
Purge files annually following Eden’s file retention policy.
Coordinate Housing Authority inspections of vacant units prior to applicant’s move-in day.
Update Eden’s internal waitlist tracker with OPEN/CLOSED status monthly.
Refer applicants to alternative housing if all available units are occupied or if the Wait List is closed.
Ensure consistent application of Program (HUD, CHFA, RHCP, TCAC, etc.) rules and regulations.
Prepare Project Status Reports (PSR’s).
Maintain a clean and well-organized office.
Ensure consistent application of project rules and regulations.
Answer telephone and handle office interactions in a friendly, courteous, and sincere manner.
May collect rent and accounts for monies collected; performs daily bank deposits, as needed.
Sort and distribute inner office mail.
May order office supplies.
Schedule maintenance repairs, generate and file completed work orders and follow-up, as appropriate.
Assist in resident move-in/out procedures and unit inspections.
Compile and maintain accurate written records of residents (e.g., Emergency Information, Incident Reports, etc.).
Maintain resident files in a neat and orderly manner according to EHMI standard policies.
Ensure consistent application of project rules and regulations.
Walk the property daily and thoroughly and inspect exterior and interior common areas using approved checklist.
Maintain a businesslike and professional appearance.
Promote harmonious relations among residents, housing personnel and persons of the community.
Demonstrate enthusiasm and stamina for housing project and position.
Represent project in business related matters to the residents and to the community at large.
Be sensitive to the housing philosophies of the owner/sponsor.
Maintain congenial relationships with all residents and resident service coordinator/agencies, be understanding of and sensitive to cultural background, economic status, those with special needs, and adhere to Equal Employment and Equal Housing Opportunity requirements.
Exercise common sense, good judgment, consistency, and self-control in day-to-day contact with residents and in other business-related matters.
Demonstrate company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, in relationships with residents and co-workers.
Attend assigned training and may facilitate on-site safety meetings.
Follow Eden’s policies and procedures for accurately reporting time worked.