Site Occupancy Specialist - Office, Hayward 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.

Under general supervision of the Community Manager:

• Process applicants for move-in following Eden’s policies and procedures.
• Tracks annual recertification dates for all households and sends annual recertification letters 120 days prior to the certification due date.
• Interviews households and obtains, appropriate documentation to verify income and assets.
• Completes annual recertification paperwork and submits the file for approval to the assigned auditor.
• Maintains waitlist and processes applications in conformance with compliance regulations and EHMI policies.
• Purges waitlist annually following Eden policy.
• Purges files annually following Eden’s file retention policy.
• Coordinates Housing Authority inspections of vacant units prior to applicant’s move-in day.
• Updates Eden’s internal waitlist tracker with OPEN/CLOSED status monthly.
• Refers applicants to alternative housing if all available units are occupied or if the Wait List is closed.
• Ensures consistent application of Program (HUD, CHFA, RHCP, TCAC, etc.) rules and regulations.
• Prepares Project Status Reports (PSR’s).
• Maintains a clean and well-organized office.
• Ensures consistent application of project rules and regulations
• Answers 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.
• Sorts and distributes inner office mail.
• May orders office supplies.
• Schedules maintenance repairs, generates and files completed work orders and follows-up, as appropriate.
• Assists in resident move-in/out procedures and unit inspections.
• Compiles and maintains accurate written records of residents (e.g., Emergency Information, Incident Reports, etc.). Maintains resident files in a neat and orderly manner according to EHMI standard policies.
• Ensures consistent application of project rules and regulations.
• Walks the property daily and thoroughly and inspects exterior and interior common areas using approved checklist
• Maintains a businesslike and professional appearance.
• Promotes harmonious relations among residents, housing personnel and persons of the community. Demonstrates enthusiasm and stamina for housing project and position. Represents project in business related matters to the residents and to the community sitive to the housing philosophies of the owner/sponsor.
• Maintains congenial relationships with all residents and resident service coordinator/agencies, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity requirements.
• Exercises common sense, good judgement, consistency, and self-control in day-to-day contact with residents and in other business related matters.
• Demonstrates company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, in relationships with residents and co-workers.
• Attends assigned training and may facilitate on-site safety meetings.
• Follows Eden’s policies and procedures for accurately reporting time worked.

• One year of property management experience
• Proficient processing 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, i.e., staff, residents, outside contacts.
• Commitment to the companies’ goals and philosophy.
• Passionate about equitable housing.

• Prior experience with HUD or CTCAC properties required
• Tax…