Site Occupancy Specialist - Quail Run Apartments, Santa Rosa CA

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.
• Tracks annual recertification dates for all households and sends annual recertification letters 120 days prior to the certification due date.
• Interviews households and obtains, appropriate documentation to verify income and assets.
• Completes annual recertification paperwork and submits the file for approval to the assigned auditor.
• Purges waitlist annually following Eden policy.
• Purges files annually following Eden’s file retention policy.
• Cohorts Housing Authority inspections of vacant units prior to applicant’s move-in day.
• Updates Eden’s internal waitlist tracker with OPEN/CLOSED status monthly.
• Refers applicants to alternative housing if all available units are occupied or if the Wait List is closed.
• Maintains consistent application of Program (HUD, CHFA, RHCP, TCAC, etc.) rules and regulations.
• Prepares Project Status Reports (PSR’s).
• Maintains a clean and well-organized office.
• Maintains consistent application of project rules and regulations.
• Walks the property daily and thoroughly and inspects exterior and interior common areas using approved checklist.
• Maintains a businesslike and professional appearance.
• Promotes harmonious relations among residents, housing personnel and persons of the community.
• Demonstrates enthusiasm and stamina for housing project and position.
• Represents project in business related matters to the residents and to the community at large.
• Sensitive to the housing philosophies of the owner/sponsor.
• Maintains congenial relationships with all residents and resident service coordinator/agencies, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity requirements.
• Exercises common sense, good judgement, consistency, and self-control in day-to-day contact with residents and in other business-related matters.
• Demonstrates company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, in relationships with residents and co-workers.
• Attends assigned training and may facilitate on-site safety meetings.
• Follows Eden’s policies and procedures for accurately reporting time worked.

Qualifications

• One year of property management experience.
• Proficient processing Tax Credit and/or HUD files.
• 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.
• Experience working with diverse groups, i.e., staff, residents, outside contacts.
• Commitment to the companies’ goals and philosophy.
• Passionate about equitable housing.

Preferred Skills And/or Abilities

• 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

• Approximately 50 percent of the job is done sitting, 30 percent standing and 20 percent walking.
• Frequent face-to-face interactions with residents/staff/visitors and must speak clearly and articulate with extreme accuracy to give directions, talk on the phone, etc.
• 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.