Housing Operations Coordinator – PSH – HSS

Bay Cove Human Services, Inc.; Chelsea (MA); On-site; USD 2,982,000 - 4,247,000; Full time

Job summary

Bay Cove Human Services is seeking a Housing Operations Coordinator to manage housing and leasing operations including tenant documentation, database administration, compliance monitoring, rent processing, and reporting.

The role works with service providers, property owners, and internal teams to ensure efficient, compliant housing program operations that support stable tenancies and client independence.

Qualifications

• At least 2 years experience in housing/leasing operations or similar tasks.
• Demonstrated understanding of contracts and legal requirements for leasing programs.
• High proficiency in AppFolio or similar leasing management database.
• Demonstrated experience tracking and accurately recording expenses.
• Strong organizational skills with meticulous data management.

Responsibilities

• Manage leasing databases, upload documents, audit records, and train Leasing Team.
• Maintain accurate tenant and unit records, leases, subleases, and rent-related documents.
• Coordinate team/provider meetings and manage vacancy and move-in processes.
• Monitor compliance, deadlines, and required documentation for program requirements.
• Prepare rent reports and notices for late payments; assist with tenant move-ins.

Skills

AppFolio

Data management

Organizational skills

Written communication

Interpersonal skills

Multitasking

Tenant engagement

Tools

AppFolio

Job description

Department/Program:Housing and Homeless Services

Reports To: Tenancy Support Manager – Housing and Homeless Services

Schedule : Monday-Friday 9am-5pm

Supervisory Responsibilities: None

Bay Cove Human Services’ mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeast Massachusetts.

Job Summary:The Housing Operations Coordinator coordinates housing and leasing operations, including tenant documentation, database administration, compliance monitoring, vacancy and move-in coordination, rent and financial processing, stakeholder reporting, and collaboration with service providers, property owners, and internal teams to ensure efficient and compliant housing program operations. The Housing Operations Coordinator contributes to Bay Cove’s mission by ensuring housing programs operate efficiently, accurately, and in compliance with requirements, helping individuals to maintain stable housing, overcome barriers, and build a foundation for greater independence and personal growth.

This is a non-exempt position.

Essential Functions of Position:

• Manage leasing databases, upload documents, conduct routine audits, and train the Leasing Team on database use and documentation-sharing processes.
• Maintain complete and accurate tenant and unit records, including leases, subleases, incident reports, violations, rent certifications, and rent reasonableness documentation.
• Coordinate and facilitate recurring team and provider meetings, including program, vacancy, and manager meetings.
• Manage coordinated entry processes, track and fill vacancies, and collaborate with service providers and property owners to facilitate timely tenant move-ins.
• Monitor compliance with all project requirements, track required follow-up documentation, deadlines, and compliance requirements.
• Collect tenant rent, prepare monthly rent reports, and issue notices regarding late or missing payments.
• Support tenancy preservation and lease-up activities by preparing necessary documentation for the Tenancy Support Manager.
• Ensure timely landlord rent payments and coordinate with the Finance Department to prepare and distribute monthly active lease payment reports.
• Generate and analyze housing data, develop informational materials for stakeholders, and maintain organized access keys for housing units.
• Review and approve vendor invoices, track program expenses, and reconcile financial records with the Finance Department.

Requirements for the position:

• At least 2 years experience working in a similar capacity and/or completing similar tasks required.
• Demonstrated understanding of contracts and legal requirements for leasing programs.
• High proficiency in use of the AppFolio database or similar leasing management database.
• Demonstrated experience tracking and accurately recording expenses.
• Demonstrated strengths in organization and meticulous attention to detail when it comes to managing data, databases, and systems files.
• Demonstrated ability to take initiative, prioritize assigned projects, manage multiple competing priorities, and complete tasks efficiently, on time, and with exceptional accuracy.
• Demonstrated professional writing, communication, interpersonal, and organizational skills required.
• Demonstrated ability to input and interpret data quickly and accurately.
• Expert proficiency in word processing, data management, and other computer functions using Windows, Word, and Google Email and Apps required.
• Demonstrated passion for engaging with tenants, providers, and landlords to support successful tenancies.
• Demonstrated commitment to a sustained effort to seek out, acknowledge, and respect the diverse voices of all stakeholders and to advance inclusivity through every function of the role and the agency as a whole.
• Travel across the Metro Boston region is required. Valid driver’s license required.

Personal Characteristics:

• Utilizes a flexible and responsible work style that meets evolving needs of the agency.
• Works with integrity and respects the dignity and value of all individuals.
• Exhibits mission through job knowledge, pride in work role, and advocacy.
• Promotes diversity and inclusion of all individuals.
• Works in a collaborative, compassionate manner with stakeholders/partners.

Physical Requirements:

• Ability to regularly travel within the community to support individuals with housing related needs (driving, walking, or using public transportation).
• Ability to remain in a stationary position (e.g., sitting at a desk or in meetings) for extended periods while completing documentation and administrative tasks.
• Frequent communication with individuals, colleagues, and partners, requiring the ability to exchange accurate information in person, by phone, and in writing.
• Occasional lifting or carrying of program materials, supplies, or small equipment (up to 20 pounds).
• Must be able to enter and navigate various environments, including multi-story buildings without elevators.
• Ability to use a computer, tablet, and mobile phone for data entry, communication, and record-keeping.
• Ability to provide Cardiopulmonary Resuscitation (CPR) and overdose rescue (naloxone administration) if needed.

Other Qualifications:

• None

Bay Cove Human Services is an Equal Opportunity Employer and does not discriminate on the basis of race, ethnicity, religion, sex, gender identity or expression, national origin, sexual orientation, disability, age, veteran status, or any other groups as protected by Massachusetts or federal law. All qualified candidates, regardless of background, are encouraged to apply.

Bay Cove Human Services does not offer visa sponsorships at this time and will require candidates to be authorized to work in the United States.

Pay Rate: $26.44 hourly