Remote Waitlist & Occupancy Specialist - 5524

Guardian Real Estate Services LLC•Portland, OR

6d•$30 - $32•Remote

About The Position

The Waitlist & Occupancy Specialist is a remote, home-office-based role responsible for managing affordable housing waitlists and occupancy processes across assigned properties. This position requires strong knowledge of affordable housing programs and compliance requirements and serves as a centralized expert to ensure properties operate in accordance with company policies, Fair Housing laws, Landlord-Tenant regulations, and all applicable program requirements. The role supports properties throughout the full cycle of waitlist management and occupancy processing, from initial application and waitlist maintenance through move-in coordination, compliance verification, and audit readiness.

Requirements

High school diploma or GED
Minimum of one to three years of administrative or property management experience required.
Excellent attention to detail and organizational skills.
Ability to speak, read and write in English.
Ability to communicate effectively and in a timely manner; both verbally and in writing.
Able to complete company training requirements for this position within pre-determined deadlines and attend other training sessions as required.
Ability to travel on a limited basis, based on operational needs.
Possess basic technology, internet and general computer use skills and willingness to learn new programs as needed.
Ability to complete company training requirements for this position within pre-determined deadlines and attend other training sessions as required.

Nice To Haves

Experience in affordable housing programs (HUD, RD, Tax Credit, or similar) strongly preferred.

Responsibilities

Manage and maintain property waitlists in compliance with company policy and applicable affordable housing regulations.
Conduct waitlist purges and audits following established procedures and compliance timelines.
Ensure accurate documentation, recordkeeping, and confidentiality of all applicant and resident information.
Coordinate with property staff and corporate teams to resolve waitlist discrepancies or compliance concerns.
Process affordable housing applications from waitlist through move-in, including eligibility verification and required certifications.
Coordinate move-in appointments and ensure completion of all required occupancy documentation.
Ensure assigned properties meet program-specific occupancy requirements (HUD, RD, Tax Credit, or other applicable programs).
Support compliance during initial lease-up, takeovers, and ongoing property stabilization.
Ensure properties operate in compliance with Fair Housing, Landlord-Tenant laws, and other federal, state, and local regulations.
Prepare properties for audits, monitoring reviews, and internal compliance checks.
Identify risks or deficiencies and proactively work with operations teams to resolve issues.
Serve as a liaison between property teams, corporate departments, and operations leadership.
Provide Guidance and support to property staff on waitlist and occupancy processes.
Participate in training sessions, meetings, and operational improvement initiatives.
Accurately track and allocate time worked by property and task in the company timekeeping system.
Maintain organized electronic files and documentation.
Represent the company professionally in all communications.
Perform other duties as assigned based on operational needs