Site Occupancy Specialist - Quail Run s, Santa Rosa CA

POSITION SUMMARY

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.

• 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.
• Purges waitlist annually following Eden policy.
• Purges 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.
• Answer telephone and handle office interactions in a friendly, courteous, and sincere manner.
• May collect rent and accounts for monies collected; perform 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.). Keep resident files neat and orderly according to EHMI standard policies.
• Walk the property daily and thoroughly inspect exterior and interior common areas using an approved checklist.
• Maintain a businesslike and professional appearance.
• Promote harmonious relations among residents, housing personnel and community members, demonstrating enthusiasm and stamina for the housing project and position.
• Represent the project in business‑related matters to residents and to the community at large, respecting the housing philosophies of the owner/sponsor.
• Maintain congenial relationships with all residents and resident service coordinator/agencies, exhibiting understanding of cultural background, economic status, and 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 other business‑related matters.
• Demonstrate company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, and 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.

• One year of property management experience.
• Proficient processing of Tax Credit and/or HUD files.

• 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 (staff, residents, outside contacts).
• Commitment to the company’s…