Occupancy Specialist - HUD/LIHTC Franco Center

We manage communities and living spaces that residents are proud to call home. We serve and respect all while preserving and enhancing the homes and communities we are entrusted to care for with an eye to the future.

Our mission is to empower our employees to serve, to build a place that people love to work, to leverage technology, to grow responsibly, and to maximize owner return and satisfaction. Our values have proven that this is only possible through Trust, Respect, Development, Adaptability, and Sustainability.

We are looking for an Occupancy Specialist who loves accuracy and compliance just as much as they love helping others within Affordable Housing! You will not only perform leasing and marketing duties to maintain resident retention, but also renew recertification approvals for existing residents.

The Occupancy Specialist is responsible for working directly with the Community Manager as pertains to:

• Leading the overall administration, compliance, and maintenance of the property, while striving to maintain 100% occupancy.
• Must assume proactive behavior and measures to properly represent Quality Management Group, Inc. and build relationships in the community.

SUMMARY OF THE POSITION:
The Occupancy Specialist works as part of a team under the direction of the Senior Community Manager, to lease units and provide customer assistance to the clients of Quality Management Group. The Occupancy Specialist must relate well to people, exercise good judgment and discretion in dealing with residents, vendors, and co-workers.

Responsibilities:

• Reviews all completed rental applications and leases for accuracy and completeness, and for conformance to Quality Management Group’s Resident Selection Policy
• Exercises common sense, good judgment, consistency, and self-control in day-to-day contact with Applicants and in other business-related matters.
• Processes, completes, and maintains accurate resident files at move-in within established regulatory guidelines.
• Maintains superb relationship with residents and adheres to Fair Housing Equal Employment and Equal Housing Opportunity requirements.
• Assist residents to complete and sign all papers for interim and annual recertifications according to regulatory guidelines.
• Ensures residents are in compliance with their lease, rules, and regulations.

RESPONSIBILITIES
COMPLIANCE

• Ensure resident files and Yardi data are maintained in accordance with Compliance and Property Management policies and regulations.
• Review, process and approve all resident notices pertaining to recertification.
• Assist in maintaining property waiting list in accordance with the properties’ Tenant Selection Plan.
• Process applications for housing in accordance with properties’ affordable housing covenants.
• Assist in processing annual re-certifications within established timelines.

PROPERTY OPERATIONS

• Assist in marketing and advertising for vacancies in accordance with properties’ Affirmative Fair Housing Marketing Plan.
• Assist in ensuring that all appropriate notices are remitted to residents in a timely manner and are completed and served within the requirements set forth in the lease.
• Visually inspect grounds, buildings, and apartment units on a regular basis between annual inspections.
• Work cohesively with resident services staff to ensure vacancies turn times are met in accordance with company policy and that move-in dates are met.
• Work with the Community Manager to ensure work orders are processed in Yardi within established timelines.
• Assist in showing available units.
• Maintain general office and resident files.
• Take a proactive role in shopping the competition and marketing.
• Record traffic in software program daily.
• Follow up with Guest Cards or a “Thank-You” response within twenty-four (24) hours of the visit with the prospect
• Assist Community Manager with legal proceedings.
• Perform all aspects of apartment leasing such as assisting with the management of the wait list, touring with prospective residents, processing applications for compliance with multiple programs, and completing new resident orientation at the time of the move-in
• Maintain occupancy and program compliance by processing annual and interim recertifications in compliance with Quality Management Group guidelines, local, state, and federal regulations. The Occupancy Specialist position takes the lead role on recertifications
• Manage resident correspondence and recertification notices
• Assist with annual or periodic unit inspections
• Review, prioritize, and distribute resident service requests
• Perform all duties while generating interest and enthusiasm about the property by creating an exceptional customer experience

FINANCIAL

• Prepare deposits for banking and posts resident payments into Yardi within timelines established by management.
• Keeps resident ledgers accurate and works diligently with accounting to resolve any errors.
• Assist in preparing deposits for banking and making daily bank runs.
• Post resident payments into Yardi in a timely manner.
• Assist Community Manager in preparing management required month end reports.
• Assist in annual budget preparation.

HUMAN RESOURCES

• Maintain positive relationships with internal departments.

CUSTOMER SERVICE

• Respond to all resident complaints in a timely and professional manner.
• Assist residents always when requested.
• Create a community of caring and excitement that is contagious for our residents and noticeable to the community at large.

GENERAL

• Must attend Company sponsored events that relate to the development of the team, which, from time to time, may include travel and overnight stays at locations away from the employee’s home.
• This position may require the availability to work some nights, weekends and occasional holidays based upon the needs of the community.
• Demonstrate initiative, personal awareness, professionalism, integrity, and exercise confidentiality in all areas of performance.
• Other duties as requested.

QUALIFICATIONS

• Familiarity with the general management of subsidized housing programs.
• Relates well to people, exercises good judgment dealing with owners, employees, residents, visitors & vendors.
• Excellent organizational skills; attention to details, strong verbal and written communication skills.
• Minimum two years’ experience in related housing, social services or related field.
• Tax Credit Specialist, Certified Occupancy Specialist designations, HUD and/or equivalents required.

PREFFERED QUALIFICATIONS:

• Bachelor’s degree
• Tax credit experience is a plus
• Bilingual in Spanish
• OneSite Property Management software experience

ESSENTIAL SKILLS:

• Must have a strong work ethic and positive attitude.
• Ability to work with and understand persons of all ethnic and family backgrounds.
• Proficient in English language in verbal and written communications
• Relate to others beyond giving and receiving instructions
• Handle high stress situations effectively
• The ability to both prioritize and delegate as needed
• Computer literacy in Outlook, Word, Excel, and the Internet

EXPERIENCE:

• High School degree or GED
• Exceptional customer service skills
• Superb attention to detail and a quick learner
• Minimum one to three years working in a position with comparable responsibilities.
• Must be able to pass company sponsored Tax Credit Certification class within the first year of employment. If employee cannot pass the test after the second attempt, the employee will be subject to discipline up to and including termination.
• Basic math principles including the ability to work with a calculator
• Yardi property management accounting software is preferred.

PHYSICAL REQUIREMENTS

• 5-7 hours of sitting, reading and typing daily
• 1-3 hours of walking daily
• Operates computer requiring the use of hands/fingers
• Occasional bending, reaching, kneeling and/or crouching
• Regular lifting of up to 30 pounds
• Occasional climbing of stairs
• Specific vision requirements include close vision, distance vision and color vision.
• Specific audio/verbal abilities include communication with residents, employees, vendors and owners both in person and via telephone.

WORK ENVIRONMENT
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Experience level:

• 1 year

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Please tell us about the affordable programs for apartment communities you have worked with in the past as well as when and where you gained the experience.

Education:

• High school or equivalent (Required)

Experience:

• comparable: 1 year (Required)

Ability to Commute:

• Stockton, CA (Required)

Work Location: In person