Sr. Housing & Operations Coordinator, Housing Success Partnership

Kids for the Future; Oxnard (CA); On-site; USD 85,962,000 - 100,289,000; Full time

Job summary

Many Mansions is seeking a Sr. Housing & Operations Coordinator to lead the housing success partnership.

You will ensure efficient matching of available housing with eligible households, oversee day-to-day administration of scattered-site and master-leased housing, and coordinate tenancy operations, subsidies, and recertifications in collaboration with internal teams and landlords. The role includes supervising staff, developing policies, and maintaining program quality while advancing housing

Qualifications

• Bachelor's degree in Public Administration, Business Administration, Nonprofit Management, or related field preferred.
• Minimum three to five years of progressively responsible experience in affordable housing, supportive housing, rapid rehousing, rental assistance, scattered-site housing, homeless services, or related programs.
• Experience coordinating housing placement, affordable housing compliance, tenancy administration, rental subsidy processes, recertifications, landlord relationships, or housing operations strongly preferred.
• Prior lead or supervisory experience preferred.
• Knowledge of Ventura County housing and homeless-response systems, Coordinated Entry, HMIS, and CalAIM housing programs preferred.

Responsibilities

• Maintain active oversight of available, occupied, pending, and turnover units across scattered-site and master-leased housing.
• Ensure accurate, real-time tracking of unit characteristics, availability, landlord information, occupancy status, lease dates, and program assignment.
• Monitor vacancy and utilization rates and take proactive steps to minimize unnecessary vacancy exposure.
• Support onboarding of newly secured units and ensure all required operational, compliance, and system information is complete before placement.
• Support evaluation and implementation of master-leasing opportunities as assigned.

Job description

• Location 217 E. Sixth St.,Oxnard, CA, 93030,United States
• Base Pay $30.00 - $35.00 / Hour
• Employee Type FT Non-Exempt
• Required Degree High school
• Manage Others Yes

Many Mansions, Adult Residential Services Overview

Many Mansions believes that everyone deserves a place to call home. It is from this belief that Many Mansions strives to provide affordable, quality, services-enriched rental housing for formerly homeless and those of very low income in Ventura and Los Angeles Counties. Our Adult Residential Services Division provides a comprehensive program designed to support residents and clients’ housing stability and help them achieve economic resiliency, self-sufficiency, social integration, and overall improved wellbeing. Our Supportive and Community Services Programs provide onsite intensive case management and programs in Many Mansions’ properties. In Ventura County, the Division administers several housing initiatives in partnership with Ventura County Behavioral Health, the County’s Managed Care Plans, and other community providers. These include Transitional Rent, a Medi-Cal CalAIM benefit providing time-limited rental assistance, housing navigation, and tenancy support; the Flexible Housing Subsidy Pool, which coordinates longer-term rental subsidies, housing placement, landlord engagement, and stabilization services; and the Short-Term Housing Program, which provides temporary community-based housing and supportive services for households experiencing homelessness or housing instability, with a significant focus on families with children. Together, these programs create coordinated pathways into stable housing while leveraging multiple funding sources and service partnerships to support long‑term housing success.

Position Summary

The Sr. Housing & Operations Coordinator is the senior operational lead in the Housing Success Partnership responsible for ensuring that available housing is efficiently matched with eligible households and that all housing‑related activities required for successful placement and ongoing tenancy occur accurately, timely, and in coordination with internal and external partners.
The position oversees the day‑to‑day administration of scattered‑site and master‑leased housing, including participant placement, ongoing occupancy, annual recertification coordination, tenant rent portions, house rules and program expectations, unit readiness, landlord communication, subsidy documentation, move‑in and move‑out processes, and positive and negative exits. The role works closely with Many Mansions Compliance Department, Finance, Housing Navigators, Case Managers, and landlords to maintain strong program performance and housing stability.
The position also carries a direct housing coordination caseload. As the program and staffing expand, the Sr. Coordinator is expected to devote more of their time to supervision, quality assurance, tenancy operations, and systems improvement.
This is a new program, and the position is expected to take a lead role in developing program policies and procedures.

Requirements

Qualifications & Conditions

I.Education & Experience

• Bachelor's degree in Public Administration, Business Administration, Nonprofit Management, or related field preferred. Equivalent relevant experience may substitute.
• Minimum three to five years of progressively responsible experience in affordable housing, supportive housing, rapid rehousing, rental assistance, scattered‑site housing, homeless services, or related programs.
• Experience coordinating housing placement, affordable housing compliance, tenancy administration, rental subsidy processes, recertifications, landlord relationships, or housing operations strongly preferred. Property Management experience or certifications, preferred.
• Prior lead or supervisory experience preferred.
• Knowledge of Ventura County housing and homeless‑response systems, Coordinated Entry, HMIS, and CalAIM housing programs preferred.

• Exceptional organizational and project‑management skills, with the ability to coordinate multiple households, units, partners, deadlines, and operational processes simultaneously.
• Strong attention to detail and ability to manage complex housing, financial, eligibility, and documentation workflows.
• Strong problem‑solving and conflict‑resolution skills, including the ability to address tenancy concerns, program violations, and landlord issues fairly and consistently.
• Excellent landlord/customer‑service and relationship‑management skills.
• Ability to interpret policies, leases, program requirements, and financial documentation and translate them into practical action.
• Demonstrated ability to supervise, coach, and support staff.
• Strong written and oral communication skills and ability to work effectively with participants, landlords, government agencies, service providers, and internal departments.
• Familiarity with Housing First, trauma‑informed care, harm reduction, and culturally responsive practices.
• Proficiency with database systems; Salesforce, HMIS, and Yardi experience preferred.
• Spanish proficiency preferred but not required.
• Thrives in a fast‑paced and rapidly growing organization. Must be flexible and adaptable in the face of changing priorities and fluctuating workloads.
• Continually seeks to learn, grow, and improve to best serve the mission of the organization.

III.Other Requirements

• Valid California driver's license and appropriate automobile insurance.
• Ability to work in both office and field‑based settings and travel throughout Ventura County.
• Ability to work occasional evenings or additional hours based on program needs.
• Physical demands: While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel objects, tools and/or controls, talk and hear. The employee is occasionally required to stand, walk, and reach using feet, legs, back, arms and hands. The employee must be able to lift and/or move up to 20-40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and the ability to adjust focus
• Maintain confidential information in accordance with HIPAA and organizational standards.

The corporate culture is friendly, and mission, client, and goal‑oriented. Moderate to high stress work pace. Environment may have frequent interruptions, time constraints, and emotional distress. Noise level is low to moderate. Environment includes working in close proximity and conducting home visits at the homes of clients who have been homeless and may be accustomed to street culture. May be exposed to profanity or language of a sexual nature and will need to be able to positively redirect residents and to model professional behavior. Employees may be in contact with individuals and families in crisis who may be ill, using substances, and/or not be attentive to personal health and safety for themselves. Employees may experience a number of unpleasant sensory demands associated with a resident’s use of alcohol and drugs and the lack of personal care. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. Should be comfortable working in a pet friendly environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

MANY MANSIONS IS AN EQUAL OPPORTUNITY EMPLOYER

Selection will be based solely on merit and will be without discrimination in our employment practices, including compensation, against any employee or applicant because of race, religion, national origin, ancestry, sex, sexual orientation, gender identification, transgender status, sex stereotypes, age, physical handicap, mental disability, medical condition, marital status, domestic partner status, pregnancy, childbirth and related medical conditions, citizenship, and political affiliation or belief. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the job. If you require an accommodation, please make sure to inform the Human Resources Department by the first week of employment. If an accommodation is not required at the time of employment, but is later required, you must inform the Human Resources Department of the need for accommodation at the time it is needed.

Summary

• Maintain active oversight of available, occupied, pending, and turnover units across scattered‑site and master‑leased housing.
• Ensure accurate, real‑time tracking of unit characteristics, availability, landlord information, occupancy status, lease dates, and program assignment.
• Monitor vacancy and utilization rates and take proactive steps to minimize unnecessary vacancy exposure.
• Support onboarding of newly secured units and ensure all required operational, compliance, and system information is complete before placement.
• Support evaluation and implementation of master‑leasing opportunities as assigned.

B. Tenancy Lifecycle Coordination

Placement

• Oversee day‑to‑day housing‑placement operations for the Flexible Housing Subsidy Pool and Short‑Term Housing Program, including unit matching, lease‑up, and move‑in.
• Match households to available units based on household composition, geographic preference, accessibility needs, program eligibility, subsidy requirements, service needs, and participant choice. Coordinate with Housing Navigators and landlords to ensure rapid placement.
• Track placement pipelines and proactively identify and resolve barriers that could delay housing.
• Oversee Housing Coordinators and Navigators’ placement activities, including lease and subsidy calculations.

Tenancy Administration

• Support development, implementation, and ongoing refinement of house rules, participant expectations, and tenancy administration protocols for scattered‑site and master‑leased housing.
• Oversee consistent procedures for implementation of home visits. Monitor and adjust levels of required home visits.
• Develop and oversee consistent procedures for responding to program and tenancy violations, including documentation, participant notification, progressive intervention, coordination with service staff, and escalation when appropriate.
• Coordinate responses to lease violations, nonpayment, property damage, unauthorized occupants, behavioral concerns, and other tenancy issues in collaboration with landlords, Case Managers, Compliance, and program leadership.
• Ensure procedures distinguish among corrective interventions, positive exits, voluntary exits, transfers, program terminations, and other negative exits, and that each is handled consistently and documented appropriately.
• Promote early intervention and problem‑solving designed to preserve housing whenever possible while maintaining clear accountability to lease and program requirements.
• Coordinate exit documentation, final rent or subsidy reconciliation, unit condition review, landlord communication, and transition of participant records as applicable.

Recertification

• Coordinate and oversee annual and interim income recertification processes to support continued program eligibility and accurate recalculation of tenant rent portions and rental subsidies.
• Work closely with Compliance staff to collect and verify income and household documentation, resolve missing or inconsistent information, and ensure eligibility determinations are completed accurately and on time.
• Coordinate implementation of approved rent and subsidy changes with participants, landlords, Finance, and program staff, ensuring effective dates and payment amounts are accurately reflected across systems.
• Ensure participant and landlord records remain current and that documentation supporting tenancy, rent, subsidy, and eligibility is complete and audit‑ready.

D. Short‑Term and Master‑Leased Housing & Unit Turnover Operations

• Maintain day‑to‑day operational oversight of Short‑Term Housing and Flex Pool master‑leased units.
• Track anticipated and actual participant exits and initiate turnover planning before vacancy whenever possible.
• Working with the Facilities Manager and Community Engagement Coordinator, coordinate inspection, maintenance, cleaning, furnishing and essential items, utilities, and other activities necessary to return units to ready status.
• Support the program goal of maintaining high occupancy and efficient movement from Short‑Term Housing into permanent housing. Monitor compliance with required turnover timelines and immediately elevate delays or barriers.

E. Landlord Relations

• Serve as a senior point of contact for landlords and property managers throughout placement and occupancy. Build and maintain strong relationships with participating landlords and property managers to support long‑term retention.
• Provide responsive customer service regarding lease‑up, payments, inspections, move‑ins, tenancy concerns, unit issues, and program processes.
• Respond to landlord concerns and coordinate with Client Services staff when tenancy issues require supportive intervention.
• Coordinate with staff responsible for landlord outreach and acquisition to ensure smooth transition from unit recruitment to participant placement.
• Track recurring landlord concerns and contribute to strategies that improve retention and satisfaction.

F. Hiring and Supervision

• Provide direct supervision and day‑to‑day guidance to Housing Coordinator staff and other assigned housing operations personnel. Establish priorities, monitor workloads, review performance, and ensure timely completion of housing placement and tenancy administration responsibilities.
• Participate in the recruitment, hiring, and onboarding of Housing Coordination staff, and provide ongoing supervision, coaching, support, and performance management.
• Train, and coach staff on housing placement, landlord communication, lease‑up, subsidy calculations, recertification, rent coordination, house rules, violations, unit tracking, documentation, and operational procedures.
• Review staff documentation for completeness, consistency, and adherence to program workflows.

G. Program Policies, Procedures & Quality Assurance

• Support the Program Manager in creating, documenting, implementing, and updating all relevant program policies, procedures, protocols, forms, checklists, and workflow guides related to housing operations and tenancy administration.
• Translate program requirements into practical operational procedures for placement, recertification, rent coordination, house rules, violations, inspections, unit turnover, landlord communication, subsidy transitions, and exits.
• Review housing operations for consistency and compliance with established procedures and identify areas requiring clarification, retraining, or process improvement.
• Participate in implementation of corrective actions arising from internal quality reviews, funder monitoring, audits, or recurring operational issues.
• Contribute frontline operational knowledge to the design of new workflows, technology solutions, and program enhancements as the housing portfolio and program structure evolve.

H. Data, Documentation & Performance

• Ensure housing‑placement, inventory, landlord, lease‑up, subsidy, and occupancy information is documented accurately and timely in Salesforce, HMIS, and other required systems.
• Maintain records supporting program reporting, financial reconciliation, compliance reviews, and audits.
• Monitor operational performance indicators including referral‑to‑placement time, unit utilization, occupancy, vacancy duration, unit‑turnaround time, landlord retention, and payment issues. Review reports and dashboards with the Program Manager and recommend operational adjustments.
• Support preparation of operational data for County, MCP, and organizational reporting.
• Participate in continuous quality improvement activities and support implementation of workflow automation and data tools that improve efficiency and accuracy.

• Maintain a direct caseload of program participants, with responsibility for coordinating housing placement and ongoing tenancy‑related needs.
• Coordinate participant placement from referral through lease‑up and move‑in, including collecting required documentation, confirming housing readiness, matching households to available units, coordinating unit viewings, and facilitating completion of lease and program documents.
• Working with the Housing Navigator, explain lease terms, house rules, subsidy requirements, tenant rent responsibilities, and program expectations to participants and ensure understanding before and after move‑in.
• Conduct required home visits and housing check‑ins, monitor occupancy and housing stability, identify emerging tenancy concerns, and coordinate timely interventions with Case Managers, Housing Stabilizers, landlords, and other service providers.
• Coordinate collection and tracking of tenant rent portions and other participant financial obligations as applicable, including follow‑up on arrears and communication with Finance and program leadership.
• Maintain ongoing contact with landlords and property representatives regarding participant‑specific tenancy issues, payments, inspections, repairs, and other housing concerns.
• Coordinate planned exits, subsidy transitions, and other changes in housing status, ensuring timely communication and complete documentation.
• Maintain accurate and timely case notes, housing records, HMIS/Salesforce entries, and other required program documentation.
• Maintain recertification schedules and ensure participants receive timely notice of required documentation, deadlines, and changes in rent responsibility.
• Monitor household composition, income changes, lease changes, subsidy transitions, and other events that may affect eligibility, tenant rent, or program status.

J. Other Responsibilities

• Participate in team meetings, case conferences, partner meetings, and training.
• Maintain confidentiality and professional boundaries with participants, landlords, and partners.
• Respond effectively to urgent housing and operational issues.
• Participate in after‑hours response when required by program needs.
• Perform other duties as assigned.