Occupancy Coordinator | Fallbrook Apartments

ALCO Management; Nashville (TN); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

401(k) with company contribution

Paid time off

Paid holidays

Job summary

ALCO Management in Nashville, TN is seeking an Occupancy Coordinator to support the Community Manager by maintaining the waitlist and ensuring HUD and Local Housing Authority compliance. You will oversee move-in files, recertifications, and full regulatory documentation in a fast-paced setting.

You will process applications, prepare leases, and explain program requirements to residents while maintaining accurate records and strong relationships with regulators and staff.

Qualifications

• Section 8 and HUD compliance knowledge required.
• Detail-oriented with ability to meet multiple deadlines.
• Ability to work in a fast-paced, deadline-driven environment.
• Strong documentation and reporting skills.
• Proficient with Microsoft Office and property management software.
• Valid driver’s license required.

Responsibilities

• Maintain and manage the property waitlist in accordance with Section 8 and regulatory requirements.
• Process rental applications, prepare leases, and ensure occupancy documentation.
• Complete and approve initial certifications, interim and annual recertifications timely.
• Maintain resident files and documentation for HUD and Local Housing Authority.
• Execute leases under supervision of the Community Manager.
• Explain lease provisions and program requirements to residents.
• Enforce community rules and company policies.
• Communicate with Community Manager, Regional PM, and Central Office staff.
• Develop relationships with residents and regulatory officials.
• Submit records and reports accurately and on time.
• Operate property management software and EIV systems.

Skills

Section 8

HUD compliance

Attention to detail

Multitasking

Communication

Time management

Education

High School diploma or equivalent

Tools

Microsoft Office

Property management software

Job description

SUMMARY OF POSITION

The Occupancy Coordinator is responsible for supporting the Community Manager in maintaining the waitlist and ensuring full compliance with Section 8 regulatory requirements at the assigned community. This role oversees the timely and accurate completion of initial move-in files, interim recertifications, and annual recertifications in accordance with HUD and Local Housing Authority guidelines. The Occupancy Coordinator ensures all resident documentation is complete and compliant, executes leases within approved parameters, and maintains strong working relationships with residents and regulatory partners while contributing to an organized, compliant, and resident-focused environment in a fast-paced, ever-changing setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain and manage the property waitlist in accordance with Section 8 and regulatory requirements.
• Process rental applications, prepare leases, and ensure all occupancy documentation is completed and submitted in compliance with established standards.
• Complete and approve initial certifications, interim recertifications, and annual recertifications in a timely and accurate manner.
• Maintain all resident files and supporting documentation to ensure compliance with HUD, Local Housing Authority, and company policies.
• Execute residential leases and related documents within approved rental schedules under the supervision of the Community Manager.
• Demonstrate knowledge of and maintain strict adherence to lease agreements, building regulations, and governmental requirements governing property operations.
• Explain lease provisions and program requirements to prospective and current residents.
• Assist in enforcing community rules, company policies, and procedures to maintain a productive and peaceful community.
• Maintain regular communication with the Community Manager, Regional Property Manager, and Central Office staff.
• Develop and maintain professional working relationships with residents, prospective residents, municipal officials, and Local Housing Authorities.
• Complete and submit all required records, reports, and documentation accurately and within required timeframes.
• Operate property management software, EIV systems, and standard office equipment necessary to perform job duties.
• Perform other duties as assigned to support property operations and regulatory compliance.

WORK ENVIRONMENT

• Ability to work effectively in a fast-paced, ever-changing environment while managing multiple priorities and strict compliance deadlines.

KNOWLEDGE & SKILL REQUIREMENTS

• Must have solid understanding and experience with Section 8 program requirements and HUD compliance regulations.
• Must be detail oriented and able to manage multiple deadlines related to certifications and regulatory reporting.
• Ability to work effectively in a fast-paced, deadline-driven environment.
• Must be able to multi-task and maintain accurate documentation.
• Ability to communicate professionally and effectively with co-workers, residents, regulatory agencies, and corporate staff.
• Must be proficient with Microsoft Office (Excel, Word, and Outlook) and property management software systems.
• Must meet underwriting standards for fidelity bond insurance and not be on the HUD Denied Participation List.
• Must possess a valid driver’s license and meet insurability requirements if operating a personal vehicle for company business.
• High School diploma or equivalent required; affordable housing or property management experience strongly preferred.

Compensation & Benefits

The hourly range for this position is $18.00 - $20.00 hourly. Final compensation will be determined based on experience, qualifications, certifications, geographic considerations where applicable, and internal equity.

In addition to base pay, eligible team members may participate in performance-based incentives where applicable.

ALCO offers a comprehensive benefits package that includes 401(k) with company contribution; paid time off; and paid holidays.

Pre-Employment Requirements:

All offers of employment are contingent upon successful completion of a background check and drug screening, in accordance with ALCO's policies and applicable law.

ALCO Management is committed to building a team that reflects the communities we serve. We welcome candidates from all backgrounds and experiences. Every qualified applicant will receive consideration for employment without regard to race, color, ethnicity, national origin, ancestry, religion or creed, sex, pregnancy, sexual orientation, gender identity or expression, age, marital status, disability, genetic information, military or veteran status, or any other characteristic protected under federal, state, or local law.

ALCO reserves the right to adjust responsibilities and expectations based on business needs. Candidates may be required to complete assessments, background checks, and reference checks as part of the hiring process. By applying, you acknowledge that you have reviewed the role, understand the expectations, and consent to be contacted using the information you provide.