Occupancy Clerk

Position Summary

The Occupancy Clerk at Angelus Plaza, is responsible for supporting the property management team with leasing administration, compliance documentation, and occupancy processes to ensure the community maintains full compliance with HUD, LIHTC (Tax Credit), and other affordable housing program regulations.

This position plays a critical role in maintaining accurate resident files, processing certifications, monitoring vacancies, and supporting overall occupancy goals.

Essential Duties & Responsibilities

Occupancy & Leasing Administration

• Assist with processing new move-ins, transfers, and move-outs.
• Prepare and process lease agreements and required addenda.
• Maintain accurate waiting lists in accordance with HUD and Fair Housing regulations.
• Coordinate unit assignments based on eligibility and availability.
• Support unit inspections and move-in/move-out documentation.

Compliance & Certifications

• Collect and review income and asset documentation for eligibility determination.
• Process annual and interim recertifications in accordance with HUD and/or LIHTC guidelines.
• Ensure resident files are complete, accurate, and audit-ready.
• Enter certification data into property management software systems.
• Monitor compliance deadlines and provide reminders to residents and staff.

File Management & Reporting

• Maintain organized resident files (electronic and paper).
• Ensure timely data entry and record updates.
• Generate occupancy, vacancy, and compliance reports as requested.
• Assist during internal and external audits or compliance reviews.

Customer Service & Resident Relations

• Serve as a point of contact for residents regarding occupancy and certification questions.
• Provide clear explanations of required documentation and program guidelines.
• Maintain professional, courteous, and respectful communication at all times.

Administrative Support

• Answer phones and assist with front office coverage as needed.
• Support rent collection tracking and delinquency documentation.
• Assist with correspondence, notices, and required compliance letters.
• Perform other administrative duties as assigned.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• 1–3 years of experience in affordable housing, property management, or administrative support preferred.
• Experience with HUD, Section 8, Tax Credit (LIHTC), or other subsidized housing programs strongly preferred.

Knowledge & Skills

• Working knowledge of HUD and/or LIHTC compliance requirements.
• Understanding of Fair Housing laws and confidentiality standards.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines and priorities.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Experience with property management software (Yardi, OneSite, RealPage, etc.) preferred.
• Strong written and verbal communication skills.

Core Competencies

• Detail-oriented and compliance-driven
• Strong documentation and file management skills
• Professional and compassionate resident interaction
• Ability to maintain confidentiality
• Team-oriented with strong follow-through

Working Conditions

• Primarily office-based within an apartment community.
• May require occasional walking of property grounds.
• Must be able to sit for extended periods and use standard office equipment.

Physical Requirements

• Ability to lift up to 15 pounds.
• Ability to sit, stand, and walk as needed throughout the workday.

Compensation:

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required.

The role is considered Full Time non-exempt and may be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $21.00- $24.00 per hour.

Benefits:

• Competitive pay
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement savings plan
• Employee assistance and more
• Term life and Voluntary supplemental life insurance

Why RHF?

At RHF, we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive, regardless of age or background. With over 60 years of experience in providing affordable housing and supportive services, RHF is a mission-driven organization that focuses on the well-being, independence, and dignity of every resident we serve. We offer a collaborative and supportive work environment, opportunities for professional growth, and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve lives—because at RHF, we believe in making every day better for those who need it most.