Compliance Coordinator - Affordable Housing

Palladium USA International, Inc.; Dallas (TX); On-site; USD 52,000 - 78,000; Full time

Job summary

Palladium USA International, Inc. seeks a highly organized Compliance Coordinator to support its growing affordable housing portfolio across Texas. You will manage compliance reporting, calendars, inspections, records, and cross-functional coordination.

The role emphasizes meticulous data handling, deadline management, and communication with property teams, regulators, and consultants. Experience in affordable housing compliance is helpful, but strong reporting and administrative skills will

Qualifications

• Experience in reporting, accounting, administrative operations, data management, property management, or another detail-oriented and deadline-driven environment preferred.
• Exceptional organizational and time-management skills.
• Strong problem-solving skills and ability to research issues, identify discrepancies, determine next steps, and follow assignments through completion.
• Strong mathematical aptitude, including basic calculations involving percentages, unit counts, fractions, occupancy data, and other numerical information.
• Strong attention to detail and accuracy.
• Ability to work independently, take ownership of responsibilities, and proactively follow up on outstanding items.
• Strong written and verbal communication skills.
• Ability and willingness to learn affordable housing program requirements, terminology, reporting processes, and compliance systems.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Experience with spreadsheets, databases, reporting systems, property management software, or similar business systems strongly preferred.
• Experience with RealPage OneSite, TDHCA CMTS, or other affordable housing compliance systems is helpful but not required.

Responsibilities

• Prepare, review, reconcile, and submit assigned compliance reports accurately and within required deadlines.
• Manage recurring portfolio reporting requirements, including Unit Status Reports, Quarterly Vacancy Reports, Annual Owner Compliance Reports, Housing for Persons with Disabilities Reports, Form 8703, and other required submissions.
• Submit required reports through TDHCA CMTS and other agency reporting portals.
• Gather and validate information from property teams, compliance systems, rent rolls, reports, and other source documentation.
• Perform quality-control reviews, including reconciling unit counts, occupancy information, set-asides, percentages, and other numerical or program data.
• Research and resolve discrepancies rather than submitting incomplete or inconsistent information.
• Track submissions, corrections, follow-up requests, and final completion.
• Maintain organized records of submitted reports and supporting documentation.
• Coordinate administrative preparation for agency, investor, lender, and other compliance inspections, monitoring reviews, and audits.
• Track notifications, document requests, response deadlines, and corrective action requirements.
• Gather, organize, and compile documentation for review and submission.
• Assist the Director of Compliance and Compliance Managers with corrective action responses.
• Track findings and corrective actions through completion and maintain supporting documentation and correspondence.
• Maintain organized inspection and monitoring records.
• Maintain Rental Criteria, Tenant Selection Plans, Affinitive Fair Housing Plans, Resident Services binders, compliance forms, and other program documentation as assigned.
• Track Fair Housing Annual Certification renewals and site staff compliance.
• Monitor waiting lists, applications, recertifications, and recertification notice timelines as assigned.
• Complete Work Number verification requests accurately and timely.
• Assist with first-year file audits and maintenance of the EIV Staff Access Binder.
• Maintain organized active and archived compliance records.
• Assist with updates to compliance forms, procedures, tracking tools, and department resources.
• Create and maintain Tenant Rights and Resource Guides for applicable communities.
• Support the development and maintenance of monthly resident service calendars.
• Review monthly documentation of supportive services and track compliance with applicable requirements.
• Follow up with property teams regarding missing or incomplete documentation.
• Provide administrative and operational support to the Director of Compliance and Compliance Managers.
• Coordinate logistics and materials for compliance training sessions.
• Assist with data collection, research, reconciliation, tracking, and other compliance projects.
• Learn and use applicable property management, compliance, agency, and reporting systems.
• Support new construction, lease-up, and stabilized communities as assigned.
• Perform additional compliance-related duties and special projects as assigned.

Skills

Reporting

Accounting

Administrative ops

Data management

Property mgmt

Attention to detail

Communication

Excel

Tools

RealPage OneSite

TDHCA CMTS

Job description

Palladium is seeking a highly organized, detail-oriented Compliance Coordinator to support its growing affordable housing portfolio of more than 30 communities throughout Texas. This position serves as the organizational and reporting backbone of the Compliance Department, with primary responsibility for compliance reporting, calendar and deadline management, inspection and audit coordination, records administration, and other portfolio-wide compliance support.

The successful candidate must be exceptionally organized, able to manage multiple deadlines and competing priorities, comfortable working with numbers and detailed data, and capable of researching, troubleshooting, and solving problems independently. Candidates with affordable housing compliance experience are encouraged to apply, as are those with strong backgrounds in reporting, administrative operations, or other detail-driven, deadline-intensive work.

The Compliance Coordinator works closely with the Director of Compliance, Compliance Managers, property management teams, third-party consultants, regulatory agencies, and other internal and external partners.

ESSENTIAL RESPONSIBILITIES

Compliance Reporting

• Prepare, review, reconcile, and submit assigned compliance reports accurately and within required deadlines.
• Manage recurring portfolio reporting requirements, including Unit Status Reports, Quarterly Vacancy Reports, Annual Owner Compliance Reports, Housing for Persons with Disabilities Reports, Form 8703, and other required submissions.
• Submit required reports through TDHCA CMTS and other agency reporting portals.
• Gather and validate information from property teams, compliance systems, rent rolls, reports, and other source documentation.
• Perform quality-control reviews, including reconciling unit counts, occupancy information, set-asides, percentages, and other numerical or program data.
• Research and resolve discrepancies rather than submitting incomplete or inconsistent information.
• Track submissions, corrections, follow-up requests, and final completion.
• Maintain organized records of submitted reports and supporting documentation.

Compliance Calendar & Deadline Management

• Own and maintain the Compliance Department calendars and deadline-tracking systems.
• Enter inspections, monitoring reviews, audits, reporting deadlines, certification deadlines, annual requirements, and other compliance obligations promptly upon notification.
• Track due dates, response deadlines, follow-up requirements, and recurring obligations across the portfolio.
• Proactively identify upcoming deadlines and communicate them to the appropriate team members.
• Follow up on outstanding items and elevate approaching or missed deadlines to the Director of Compliance as appropriate.
• Maintain calendar accuracy as dates, requirements, and assignments change.

Inspections, Monitoring & Corrective Actions

• Coordinate administrative preparation for agency, investor, lender, and other compliance inspections, monitoring reviews, and audits.
• Track notifications, document requests, response deadlines, and corrective action requirements.
• Gather, organize, and compile documentation for review and submission.
• Assist the Director of Compliance and Compliance Managers with corrective action responses.
• Track findings and corrective actions through completion and maintain supporting documentation and correspondence.
• Maintain organized inspection and monitoring records.

Compliance Administration & Records

• Maintain Rental Criteria, Tenant Selection Plans, Affinitive Fair Housing Plans, Resident Services binders, compliance forms, and other program documentation as assigned.
• Track Fair Housing Annual Certification renewals and site staff compliance.
• Monitor waiting lists, applications, recertifications, and recertification notice timelines as assigned.
• Complete Work Number verification requests accurately and timely.
• Assist with first-year file audits and maintenance of the EIV Staff Access Binder.
• Maintain organized active and archived compliance records.
• Assist with updates to compliance forms, procedures, tracking tools, and department resources.

Supportive Services & Program Monitoring

• Create and maintain Tenant Rights and Resource Guides for applicable communities.
• Support the development and maintenance of monthly resident service calendars.
• Review monthly documentation of supportive services and track compliance with applicable requirements.
• Follow up with property teams regarding missing or incomplete documentation.

Department Support & Special Projects

• Provide administrative and operational support to the Director of Compliance and Compliance Managers.
• Coordinate logistics and materials for compliance training sessions.
• Assist with data collection, research, reconciliation, tracking, and other compliance projects.
• Learn and use applicable property management, compliance, agency, and reporting systems.
• Support new construction, lease-up, and stabilized communities as assigned.
• Perform additional compliance-related duties and special projects as assigned.

QUALIFICATIONS

• Experience in reporting, accounting, administrative operations, data management, property management, or another detail-oriented and deadline-driven environment preferred. Affordable housing compliance experience is helpful but not required.
• Exceptional organizational and time-management skills.
• Strong problem-solving skills and ability to research issues, identify discrepancies, determine next steps, and follow assignments through completion.
• Strong mathematical aptitude, including basic calculations involving percentages, unit counts, fractions, occupancy data, and other numerical information.
• Strong attention to detail and accuracy.
• Ability to work independently, take ownership of responsibilities, and proactively follow up on outstanding items.
• Strong written and verbal communication skills.
• Ability and willingness to learn affordable housing program requirements, terminology, reporting processes, and compliance systems.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Experience with spreadsheets, databases, reporting systems, property management software, or similar business systems strongly preferred.
• Experience with RealPage OneSite, TDHCA CMTS, or other affordable housing compliance systems is helpful but not required.
• Ability to maintain confidentiality and appropriately handle sensitive information.

WHAT WE'RE LOOKING FOR

This role requires someone who takes ownership of details and deadlines. The ideal candidate notices when numbers do not reconcile, asks questions when information is incomplete, and works through problems instead of simply passing them along. Success in this position requires strong organization, accuracy, follow-through, sound judgment, and the ability to keep a large volume of recurring and time-sensitive compliance work moving.