Site Occupancy Specialist - Quail Run Apartments, Santa Rosa CA

Eden Housing; Bellevue (CA); On-site; USD 54,000 - 72,000; Full time

Job summary

Eden Housing is seeking an Occupancy Specialist to support the Community Manager in ensuring compliance with regulatory agreements for the property portfolio in California. You will assist with move-ins, annual recertifications, income verification, and waiting lists to uphold EHMI standards.

The role emphasizes accurate documentation, coordination with auditors, and maintaining organized files and communications with residents and staff. A strong attention to detail is required.

Qualifications

• One year of property management experience.
• Proficient processing of Tax Credit and/or HUD files.

Responsibilities

• Process applicants for move-in following Eden’s policies and procedures.
• Track annual recertification dates for all households and send letters 120 days prior.
• Interview households and verify income and assets.
• Complete annual recertification paperwork and submit for auditor approval.
• Maintain waitlist and process applications respecting EHMI policies.
• Coordinate Housing Authority inspections of vacant units prior to move-in.

Skills

Property management

Tax Credit processing

HUD file processing

Tools

YARDI software

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

POSITION SUMMARY

Within established management operating and fiscal policy, the Occupancy Specialist assists the Community Manager in managing the day‑to‑day activities of maintaining compliance with each of the property’s regulatory agreements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Process applicants for move‑in following Eden’s policies and procedures.
• Track annual recertification dates for all households and send annual recertification letters 120 days prior to the certification due date.
• Interview households and obtain appropriate documentation to verify income and assets.
• Complete annual recertification paperwork and submit the file for approval to the assigned auditor.
• Maintain waitlist and process applications in conformance with compliance regulations and EHMI policies.
• Purges waitlist annually following Eden policy.
• Purges files annually following Eden’s file retention policy.
• Coordinate Housing Authority inspections of vacant units prior to applicant’s move‑in day.
• Update Eden’s internal waitlist tracker with OPEN/CLOSED status monthly.
• Refer applicants to alternative housing if all available units are occupied or if the Wait List is closed.
• Ensure consistent application of Program (HUD, CHFA, RHCP, TCAC, etc.) rules and regulations.
• Prepare Project Status Reports (PSR’s).
• Maintain a clean and well‑organized office.
• Answer telephone and handle office interactions in a friendly, courteous, and sincere manner.
• May collect rent and accounts for monies collected; perform daily bank deposits, as needed.
• Sort and distribute inner office mail.
• May order office supplies.
• Schedule maintenance repairs, generate and file completed work orders and follow‑up, as appropriate.
• Assist in resident move‑in/out procedures and unit inspections.
• Compile and maintain accurate written records of residents (e.g., Emergency Information, Incident Reports, etc.). Keep resident files neat and orderly according to EHMI standard policies.
• Walk the property daily and thoroughly inspect exterior and interior common areas using an approved checklist.
• Maintain a businesslike and professional appearance.
• Promote harmonious relations among residents, housing personnel and community members, demonstrating enthusiasm and stamina for the housing project and position.
• Represent the project in business‑related matters to residents and to the community at large, respecting the housing philosophies of the owner/sponsor.
• Maintain congenial relationships with all residents and resident service coordinator/agencies, exhibiting understanding of cultural background, economic status, and special needs, and adhere to Equal Employment and Equal Housing Opportunity requirements.
• Exercise common sense, good judgment, consistency, and self‑control in day‑to‑day contact with residents and other business‑related matters.
• Demonstrate company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, and in relationships with residents and co‑workers.
• Attend assigned training and may facilitate on‑site safety meetings.
• Follow Eden’s policies and procedures for accurately reporting time worked.

QUALIFICATIONS

• One year of property management experience.
• Proficient processing of Tax Credit and/or HUD files.

PREFERRED SKILLS AND/OR ABILITIES

• Previous experience in affordable housing management a plus.
• General understanding of preventive and ongoing apartment maintenance.
• Computer literacy – PC hardware, YARDI software a plus.
• Proficient in word‑processing and spreadsheet software (Word, Excel, Outlook).
• Self‑starter, flexible, detail‑oriented, and well organized.
• Ability to work independently and in a team environment.
• Experience working with diverse groups (staff, residents, outside contacts).
• Commitment to the company’s goals and philosophy.
• Passionate about equitable housing.

CERTIFICATES, LICENSES, REGISTRATIONS

• Prior experience with HUD or CTCAC properties required.
• Tax Credit Occupancy Specialist (TCS) or Certified Occupancy Specialist (COS) preferred.

LANGUAGE, MATH & REASONING SKILLS

• Ability to read and interpret documents such as safety rules, governmental regulations, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of residents or employees of the organization.
• Desirable second language skills may vary site by site.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent.
• Ability to solve financial, maintenance, and resident problems logically and creatively and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to recognize appropriate time to refer residents to Manager or Service Coordinator.
• Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

PHYSICAL DEMANDS

The physical/sensory/cognitive demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Approximately 50% of the job is done sitting, 30% standing and 20% walking. Frequently walks, stoops, bends, squats (to retrieve files or pick up debris), climbs stairs, walks on uneven ground, lifts items less than 15 pounds, and reaches at, below, or above shoulder level.
• Occasionally may lift items 16-50 pounds, push items 20 pounds, climb ladders, kneel, twist, or grasp/pull/carry/push equipment such as janitorial carts, vacuums, brooms, or mops. Must occasionally withstand heights up to the number of stories in the building.
• Able to walk up and down stairs.

VISION

Must pass the California driver’s license vision test. Must be able to proofread documents, read policies and procedures, contracts, forms, hand‑written information, and other information.

HEARING

Must be able to receive verbal information/instructions over the phone and in person. Must be able to distinguish the sounds made by emergency equipment from other environmental sounds.

SMELL

Must be sufficient to detect foreign/unpleasant odors while walking through buildings, such as a natural gas leak.

CONCENTRATION

Must be able to concentrate despite constant interruption.

ATTENTION SPAN

Must be able to attend to tasks for more than 60 minutes at a time.

CONCEPTUALIZATION

Must be able to remember verbal/written information for unlimited periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

EEO STATEMENT

Eden Housing is an equal opportunity employer. Eden Housing does not discriminate based on race, color, religion, sex, disability, familial status, national origin or any other arbitrary basis.