Property & Housing Administration Coordinator

Vesta, Inc.; Lanham (MD); Hybrid; USD 48,000 - 64,000; Full time

Benefits offered by this job

Bonuses

Paid training

PTO 96 hours first year

Sick leave 40 hours per year

8 holidays per year

403(b) retirement plan with employer-m

Health benefits (medical/dental/vision

Long-Term Disability and Basic Life/AD

Employee Assistance Program (EAP)

Short-Term Disability

Job summary

Vesta, Inc. is seeking a Property and Housing Administration Coordinator to support administration of properties, housing programs, vehicles, and HUD-related entities.

You will maintain records, manage reporting and inspections, and track deadlines to help ensure safe, compliant, and affordable housing. The role reports to the Director of Finance and collaborates with Property Management, Accounting, and regional teams.

Qualifications

• Associate degree or equivalent relevant experience.
• At least two years of administrative, property, housing, finance, or related experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication and collaboration across departments.
• Basic financial skills and ability to identify discrepancies.
• Proficiency with Microsoft 365 apps including Excel, Word, Outlook, Teams, and SharePoint.
• Experience with HUD reporting, audits, inspections, or housing compliance preferred.

Responsibilities

• Maintain property and vehicle records, including ownership documents, leases, registrations, insurance, licenses, and inspections.
• Track renewals, reporting deadlines, and outstanding documentation, and follow up with responsible staff.
• Support property purchases, sales, rentals, and transitions by coordinating documentation, insurance, utilities, and related administrative activities.
• Maintain corporate and compliance records for HUD-related corporations and assist with budgets, registrations, and required submissions.
• Prepare and submit HUD billing, PRAC renewals, and related reports.
• Review TRACS activity, payments, voucher approvals, and adjustments; identify discrepancies and coordinate corrections.
• Coordinate documentation for financial audits, M&O Reviews, and HUD inspections, and track follow-up items.
• Maintain tenant rosters, eligibility documentation, rent calculation information, and annual recertification records.
• Prepare, sign on behalf of Vesta, and maintain tenant leases and occupancy documents.
• Support housing program and grant applications, renewals, reporting, and recordkeeping.
• Administer vehicle records, gas cards, and fleet-tracking systems.
• Communicate professionally with tenants, employees, auditors, government representatives, insurers, vendors, and stakeholders.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Education

Associate degree in business administration, finance, accounting, property management, housing administration, or related field

Tools

Microsoft 365

Excel

Word

Outlook

Teams

SharePoint

Power Apps

Power BI

Job description

Property and Housing Administration Coordinator

Vesta, Inc. is seeking an organized, detail-oriented Property and Housing Administration Coordinator to support the administration of our properties, housing programs, vehicles, and HUD-related corporations. This role maintains accurate records, coordinates reporting and inspections, and tracks important deadlines to help preserve safe, compliant, and affordable housing. The position reports to the Director of Finance and works closely with Property Management, Accounting, regional teams, and external partners.

Full-Time: Monday to Friday, 9:00am - 5:00p.m., with flexibility as needed.

Position Type: Exempt

Key Responsibilities

Maintain property and vehicle records, including ownership documents, leases, registrations, insurance, licenses, and inspections.

Track renewals, reporting deadlines, and outstanding documentation, and follow up with responsible staff.

Support property purchases, sales, rentals, and transitions by coordinating documentation, insurance, utilities, and related administrative activities.

Maintain corporate and compliance records for Vesta's HUD-related corporations and assist with budgets, registrations, and required submissions.

Prepare and submit HUD billing, Project Rental Assistance Contract (PRAC) renewals, and related reports.

Review Tenant Rental Assistance Certification System (TRACS) activity, payments, voucher approvals, and adjustments; identify discrepancies and coordinate corrections.

Coordinate documentation and preparation for financial audits, Management and Occupancy Reviews, and HUD inspections, and track follow-up items.

Maintain tenant rosters, eligibility documentation, rent calculation information, and annual recertification records.

Prepare, sign on behalf of Vesta, and maintain tenant leases and related occupancy documents.

Support housing program and grant applications, renewals, reporting, and recordkeeping.

Administer vehicle records, gas cards, and fleet-tracking systems.

Communicate professionally with tenants, employees, auditors, government representatives, insurers, vendors, and other stakeholders.

Qualifications

Associate degree in business administration, finance, accounting, property management, housing administration, or a related field, or equivalent relevant experience.

At least two years of administrative, property, housing, finance, or related experience.

Strong organizational skills, attention to detail, and ability to manage multiple deadlines and maintain accurate records.

Excellent written and verbal communication skills and ability to work collaboratively across departments.

Basic financial and numerical skills and ability to identify discrepancies and follow through on corrections.

Proficiency with Microsoft 365 applications, including Excel, Word, Outlook, Teams, and SharePoint.

Experience with affordable or supportive housing programs, HUD reporting, audits, inspections, or housing compliance preferred.

Familiarity with PRAC, TRACS, Management and Occupancy Reviews, HUD physical inspections, or Maryland landlord-tenant requirements preferred.

Experience with Power Apps, Power BI, or similar tracking systems preferred.

Valid driver's license, satisfactory driving record, and reliable transportation.

Background check and drug screening required.

Why Work at Vesta

Mission-driven organization supporting safe, affordable housing and behavioral health services.

Collaborative work environment with opportunities to work across departments.

Opportunity to apply administrative and organizational skills to meaningful housing and property activities.

Commitment to diversity, equity, and inclusion.

Compensation and Benefits:

Other Compensation: Employees are eligible for bonuses, which vary depending on company and individual performance, and paid training.

PTO: New employees can accrue up to 96 hours of PTO in the first year, prorated based on start date and hours worked. Employees can accrue up to 40 hours of sick leave per calendar year, prorated based on start date and hours worked.

Holidays: Full-time employees receive 8 paid holidays per year.

Retirement: 403(b) plan participation is available at hire. Employer matching begins after 1,000 hours of service. Discretionary employer contributions are given at least once a year.

Health Benefits: Full- and part-time employees are eligible for benefits beginning the first day of the month after hire. Benefits include medical, dental, and vision coverage for individuals and families, as well as flexible spending accounts for health and dependent care expenses.

Company-Paid Benefits: Full-time employees are eligible for Long-Term Disability and Basic Life/AD&D. All employees are eligible for the Employee Assistance Program (EAP).

Other Voluntary Benefits: Full-time employees are eligible for Short-Term Disability coverage.

Vesta is an equal opportunity employer and does not discriminate on the basis of any characteristic protected by applicable law.