Operations Compliance Specialist

Position Title:

Operations Compliance Specialist,

Part‑Time (28 hours/week)

Department:
Property Management

Reports To:

Director of Operational Strategy

Location:

Hybrid – Chicago, IL (2 days in office, 2 days remote)

FLSA Status:
Exempt

Salary Range: $50,000‑$54,000

The Operations Compliance Specialist drives Evergreen Real Estate Group’s annual rent adjustment process for its portfolio of HUD‑subsidized multifamily properties and supports a range of operational compliance, monitoring, and special‑project initiatives across the property management organization. Reporting to the Director of Operational Strategy, this role is responsible for the end‑to‑end preparation, submission, and follow‑through of OCAF, Budget‑Based, and Rent Comparability Study (RCS) based rent increases, along with the supporting Utility Allowance Analyses required to keep rents in compliance.

This is a part‑time position of 28 hours per week, following a hybrid schedule of 2 full days in the Chicago office and 2 days working from home. The Specialist serves as the primary point of contact between site teams, ownership signers, accounting, HUD Multifamily, and our assigned Contract Administrators (NHC, CGI Federal, Quadel Indiana, AHSC Ohio, IHDA, MHFA, Navigate, and others).

The role requires working knowledge of the Section 8 Renewal Policy Guide, the HUD Utility Analysis Guide, and the HUD-92458 rent schedule, plus the discipline to manage 100+ regulatory deadlines simultaneously across a multifamily affordable housing portfolio. This position will work with the Executive Vice President to prepare management agreement drafts, including attached HUD-9839-B certifications, and complete certification renewal addenda to ensure all properties maintain current active agreements.

• Prepare and submit annual rent adjustment packages no later than 120 days before each property's HAP anniversary.
• Prepare and reconcile Form HUD-92458 rent schedules, with annualized debt service from mortgage statements and Maximum Allowable Rent Potential calculations.
• Coordinate non‑Section 8 rent verifications for properties with LIHTC or other non‑Section 8 unit overlay.
• Route signature packages to ownership signers (e.g., Mary Mauney, Kevin Beard) per ERES protocol and verify signatures and dates on every submitted document.
• Submit packages to HUD Multifamily or to assigned Contract Administrators; track review feedback, prepare resubmissions, and follow each adjustment through to an executed rent schedule.
• Distribute executed rent schedules to Property Managers, Regional Supervisors and Directors, accountants, and ownership.

• Manage the 3‑year baseline UA cycle for all assigned HUD‑subsidized properties.
• Apply the HUD Utility Analysis Guide methodology, including the 12‑month sample period ending no more than 6 months before submission, the Figure 1 sample‑size table, and proper treatment of vacant, mid‑period move‑in, PBV, and unsigned‑consent units.
• Issue baseline UA kickoff communications to Property Managers and consolidate the resulting utility bills, vacancy reports, and signed resident consents.
• Apply the Utility Allowance Factor (UAF) in interim factor years.
• Submit UA worksheets in coordination with rent adjustments required by HUD or the Contract Administrator.
• Coordinate the 30‑day tenant notice of posting, distribution, and documentation requirements.

• Ensure all submissions comply with HUD regulations, the Section 8 Renewal Policy Guide, the HUD UA Analysis Guide, and applicable state HFA requirements.
• Maintain organized digital property files and compliance documentation in SharePoint.
• Update HUD systems (iREMS, TRACS, Secure Systems) and internal databases (Real Page / One Site) to ensure data integrity.
• Track and report on key submission and compliance deadlines across the portfolio.

• Monitor the timely submission of HUD special claims across the portfolio and confirm that site teams create claims consistently and within required time frames.
• Pre‑audit packets upon Property Manager…