Occupancy Coordinator I (Rohlffs Manor II and III 1214 and 1215)

Explore a career at EAH Housing. Start or continue a career in real estate development and management with EAH Housing. We are a mission-based nonprofit organization and industry leader for more than 50 years, working to create opportunities to empower people to live better lives.

About the role

This is a full-time Occupancy Coordinator I position at Rohlffs Manor II and III, a 355-unit affordable senior housing community in Napa, CA. This is a HUD and Tax Credit property.

Responsibilities

• Occupancy and Recertification
  • Maintains and monitors a viable Wait List of qualified prospective residents, as well as internal transfer lists, minimizing vacancy loss; sends proper notices to add and/or remove applicants as necessary.
  • Conducts phone and on-site interviews for potential applicants/residents; shows unit(s) if available.
  • Schedules applicant appointments; conducts initial and follow-up interviews as necessary and approves all move-in files prior to third party or manager review and approval.
  • Ensures that recertification letters are mailed to residents 120 days prior to the anniversary date of move-in (depending on agency requirements).
  • Oversees appointments with residents to sign necessary forms.
  • Ensures reminder notices are sent to residents who fail to make prompt appointment responses for the recertification process.
  • Ensures all recertifications are scheduled so that they are completed by the anniversary date of move-in.
  • Reviews recertification schedule in Yardi on a monthly basis for timeliness.
  • Keeps up-to-date with latest developments in recertification process for property.
  • Performs all LIHTC applicant interviews. Responsible for LIHTC compliance in accordance with TCAC.
  • Ensures NAU (Next Available Unit) procedures are adhered to during leasing process.
  • Verifies incomes and complies with HUD, LIHTC, or other regulations regarding income certifications and other documentation/correspondence.
  • Assists the Resident Manager and helps train new on-site staff with the completion of annual and interim recertifications in a timely manner.
• Marketing & Leasing
  • Assists in the development and implementation of marketing plan.
  • Assists in creation of advertisement for newspapers and other listings.
  • Markets vacant/on-notice units.
  • Shops competition as needed to determine the status of current market.
  • Conducts marketing surveys of competition, including occupancy rates, amenities, prices, specials (e.g., one month free rent), traffic, etc., and uses the information to develop strategies.
  • Greets prospective residents.
  • Walks property tour route daily to ensure it is clean and presentable.
  • Shows model units, common areas, and amenities.
  • Logs all rental traffic to include guest cards and phone calls.
  • Completes follow-up of all rental inquiries (send thank you note, call, etc.) in a timely manner.
  • Consistently receives shopping and phone report score of at least 90.
  • Processes rental application and prepares lease forms and reports according to property guidelines.
  • Qualifies, demonstrates, and leases apartment in accordance with Fair Housing Guidelines.
  • Assists prospective resident with completion of application or answers any questions or concerns they may have.
  • Collects deposit and/or fees associated with move-in.
  • Conducts unit inspection for move-in.
• Resident Management / Relations
  • Participates in property inspections: quarterly, move-in, and move-outs.
  • Aids residents with the move-out process.
  • Writes up and files service requests from residents upon receipt.
  • Addresses complaints and resolves issues in a timely and professional manner.
  • Provides professional, courteous resident relations.
• Administrative
  • Retains accurate records.
  • Contributes to the general upkeep and cleaning of office, common areas, and models.
  • Maintains confidentiality of resident, applicant, and/or employee information.
  • Attends mandatory meetings and trainings.
  • Actively participates in EAH’s Injury and Illness Prevention Plan.
  • Regular and predictable attendance.
  • Other duties as assigned.

Requirements

• High School diploma or equivalent required.
• One year of related leasing/marketing/sales experience or equivalent combination of education and experience preferred.
• Computer literacy; basic working knowledge of MS Word and Excel.
• Two years’ experience in multifamily, elderly, or related occupancy management position.
• One year of experience working with HUD or TCAC programs.
• Occupancy certification/designation preferred.

Benefits

• Comprehensive benefits package including medical, dental, vision, disability, and life insurance.
• 403(b) retirement plan with a 5% match.
• 15 days of vacation per year (increases based on years of service).
• 10 paid sick days per year.
• 13 paid holidays.
• Flexible start times (for REM Onsite Positions).
• Competitive salaries.
• EAH Wellness Program.
• Flexible Spending Account.
• EAP – Mental Health, Financial, and Legal Services.
• $1,500 Employee Referral Program.
• EAH University, an in-house training program.

Pay

Salary range: $23.50 - $34.50 per hour; hiring range for new employees is generally $23.50 - $29.00 per hour, depending on experience.

Established in 1968, EAH Housing is one of the largest and most respected nonprofit housing development and management organizations in the western United States. EAH develops low-income multifamily housing, manages more than 222 properties throughout California and Hawaii, and plays a leadership role in local, regional, and national housing advocacy efforts.