Leasing Coordinator

Philadelphia Housing Authority; Philadelphia (Philadelphia County); On-site; USD 47,000 - 58,000; Full time

Job summary

Philadelphia Housing Authority is seeking an HCV Specialist/Leasing Coordinator to manage a caseload and perform quality control on leasing transactions. You will determine eligibility, calculate income, administer certifications, and maintain owner/landlord files in accordance with HUD and PHA policies.

The role combines high-volume administrative work with direct client interaction, requiring strong math, regulatory knowledge, and effective communication with low-income clients and

Qualifications

• 3+ years in social services, property management, or public sector administrative work.
• Must pass EIV Security and User Training Certification within the first year (PHA expense).
• Must pass HCV Specialist certification within the first year (PHA expense).

Responsibilities

• Administers Housing Choice Voucher (HCV), MTW, Project-Based Voucher (PBV), and Portability, Mod Rehab, and Special Program transactions in compliance with HUD regulations and agency policies.
• Determines and documents applicant and participant eligibility, including interviews, verifying income/expenses, criminal history and EIV screenings, and calculating income.
• Processes leasing, move-in, transfer, portability, recertification, interim adjustment, and continued occupancy transactions, including vouchers, leases and HAP contracts.
• Conducts quality control reviews of transactions, monitors accuracy and compliance, and implements corrective actions.
• Calculates and verifies rents, subsidy amounts, utility allowances, payment standards, and housing payments.
• Maintains accurate participant/landlord/owner files and completes HUD Documentation including 50058.
• Liaises with applicants, landlords, property owners, HUD, and community agencies to resolve issues and ensure program administration.
• Investigates and resolves complaints and discrepancies while communicating actions and determinations.
• Performs owner services like owner certification, rent determination, and maintenance of owner records.
• Monitors vacancies and compliance requirements and coordinates follow-up actions.
• Assists management with special projects, status reports, and process improvements.
• Provides guidance to Leasing Coordinators and team members on workflow and standards.

Skills

High-volume caseloads

Eligibility screenings

Tenant files

Excel proficiency

Communication

Education

Associates degree in Public or Business Administration, Social Work or a related field

Bachelor’s Degree in Public or Business Administration, Social Work or a related field

Job description

Under general supervision of the HCV Team Lead, the Housing Choice Voucher (HCV) Specialist/Leasing Coordinator is responsible for conducting quality control reviews of leasing transactions while managing an assigned caseload of participants in subsidized housing programs. This role supports HCV, MTW (Moving to Work), Non-MTW, and Special Programs by determining and documenting participant eligibility, calculating income and rent, administering certifications and recertifications, and maintaining contractual relationships with property owners in compliance with federal, state, and agency regulations.

The position combines high-volume administrative responsibilities with direct client interaction, requiring strong attention to detail, mathematical and analytical skills, regulatory knowledge, and effective communication abilities. Responsibilities include maintaining accurate records, ensuring program compliance, processing leasing activities, supporting departmental projects, and managing sensitive or occasionally confrontational interactions with low-income clients and community stakeholders in a professional manner.

The salary range for this position is $46,600 - $58,325 annually. Placement at any specific point within the stated range is not guaranteed for any candidate. Final compensation will be determined based on the selected candidate's qualifications, experience, and skills, as well as internal equity and organizational considerations

Qualifications

• Associates degree in Public or Business Administration, Social Work or a related field

Certifications, Clearances, and Licenses required

• Must pass the EIV Security and User Training Certification exams within the first year of tenure in the position, (training and test at Philadelphia Housing Authority’s expense).
• Must pass HCV Specialist certification exam within first year of tenure in the position (training and test at Philadelphia Housing Authority’s expense).

Three (3) or more years of experience involving related field in social services, property management, or public sector administrative work.

Alternative Qualifications

A combination of education, and or related experience will be considered upon review by HR.

Preferred Qualifications/Experience

• Bachelor’s Degree in Public or Business Administration, Social Work or a related field
• Experience working in Public Housing, Housing Choice Voucher, or other Federally-assisted housing programs is preferred;

Responsibilities

• Administers Housing Choice Voucher (HCV), MTW, Project-Based Voucher (PBV), and Portability, Mod Rehab, and Special Program transactions in compliance with U.S. Department of Housing and Urban Development (HUD) regulations, PIH notices, agency policies, and program requirements.
• Determines and documents applicant and participant eligibility, including conducting interviews, reviewing family composition, verifying income and expenses, performing criminal history and EIV screenings, and calculating annual adjusted income and total tenant payment.
• Processes leasing, move-in, transfer, portability, recertification, interim adjustment, and continued occupancy transactions, including preparation of vouchers, leases, HAP (Housing Assistance Payments) contracts, lease addenda, and related program documentation.
• Conducts quality control reviews of transactions completed by staff, monitors accuracy and compliance of case processing activities, identifies deficiencies, and collaborates with staff and quality control personnel to implement corrective actions.
• Calculates and verifies rents, subsidy amounts, utility allowances, payment standards, reasonable rents, and housing assistance payments in accordance with HUD regulations and agency policies.
• Maintains accurate participant, landlord, portability, and owner files and ensures timely and accurate data entry, recordkeeping, reporting, and submission of HUD-required documentation and forms, including 50058 transactions.
• Serves as a liaison with applicants, participants, landlords, property owners, management agents, other housing authorities, HUD representatives, and community agencies to provide information, resolve issues, and ensure effective program administration.
• Investigates and resolves participant, landlord, and owner complaints, program discrepancies, compliance concerns, and eligibility issues while providing timely written and verbal communication regarding program actions and determinations.
• Performs owner services activities, including owner certification, rent determination, ownership verification, rent negotiations, rental license tracking, owner briefings, and maintenance of owner records and unit information.
• Monitors vacancies, occupancy status, portability activities, billing deadlines, and program compliance requirements for assigned programs and developments and coordinates appropriate follow-up actions.
• Assists management with special projects, status reports, program monitoring activities, process improvement initiatives, and implementation of operational and compliance objectives within the department.
• Provides technical guidance and operational support to Leasing Coordinators and team members, including monitoring workflow activities, assisting with procedural questions, and promoting adherence to quality, compliance, and customer service standards.
• Performs related duties as assigned

Knowledge, Skills, and Abilities

Knowledge Of

• Principles and practices of assisted housing management, leasing, inspections, rent collection, and occupancy administration
• Resident selection procedures and the social and economic challenges affecting public housing residents
• Principles and practices of management, organization, and administration
• General office procedures, business practices, and office equipment

Skills In

• Managing high-volume caseloads and maintaining compliance with strict deadlines
• Conducting applicant interviews, eligibility screenings, recertifications, and program terminations
• Maintaining accurate tenant files, leasing records, inspection records, and documentation
• Operating personal computers, data-processing systems, accounting software, and spreadsheet programs such as Microsoft Excel
• Organizing and coordinating operational and administrative functions
• Reviewing legal and financial documents with strong attention to detail
• Effective verbal and written communication with residents, landlords, staff, and the public
• Conflict resolution and mediation between tenants, landlords, and housing agencies
• Interacting professionally with individuals from diverse social, economic, and ethnic backgrounds
• Establishing and maintaining effective working relationships with staff, residents, management, employee groups, and community stakeholders

Ability To

• Work independently while exercising sound judgment within established regulations and policies
• Analyze problems, interpret regulations, and make informed program decisions
• Explain complex housing regulations and program requirements clearly to applicants and participants
• Handle sensitive and confidential information in compliance with ethical standards and PII requirements
• Maintain organized, accurate, and up-to-date records and documentation systems
• Demonstrate empathy, professionalism, and cultural sensitivity when working with disadvantaged populations
• Coordinate multiple priorities while ensuring accuracy and compliance
• Learn and adapt quickly to new software systems, policies, and regulatory updates
• Maintain professionalism and composure in difficult or high-pressure situations

Closing Statement

About the Philadelphia Housing Authority (PHA)

Established in 1937, and with an employment workforce of over 1,100, the Philadelphia Housing Authority is a municipal agency providing public housing services to over 84,000 residents in the city of Philadelphia, Pennsylvania.

Financial support for Authority operations and capital needs comes primarily from rent payments and subsidies provided by the U.S. Department of Housing and Urban Development (HUD). PHA is one of a very select group of housing authorities across the nation that has attained Moving to Work (MTW) status. This designation allows housing agencies the opportunity and flexibility, on a local level, to develop and implement innovative housing and self-sufficiency strategies to benefit public housing residents and Housing Choice Voucher Program (HCVP) participants.

PHA is an equal opportunity employer and makes all employment decisions on the basis of individual qualifications without regard to race, creed, color, sex, sexual orientation, gender identify, pregnancy, national origin, ethnicity or ancestry, religion, age, disability, citizenship, marital status, military or veteran status, genetic information, or any other protected characteristic.