Occupancy Specialist

Job Summary

The Occupancy Specialist at Pilgrim Towers North NP, a senior apartment community, is responsible for ensuring full compliance with HUD program regulations while managing all aspects of resident occupancy. This role oversees tenant records, certifications, and the occupancy lifecycle from move-in through move-out. The position requires strong attention to detail, excellent organizational skills, and a commitment to providing outstanding customer service to support a compliant, efficient, and welcoming housing environment for residents.

Key Responsibilities:

Occupancy Management:

• Move-Ins, Move-Outs, and Recertifications: Process all move-in, move-out, annual, and interim certifications with strict adherence to HUD and LIHTC program requirements.
• Waiting List Management: Maintain an accurate and up-to-date waiting list for prospective residents, ensuring compliance with fair housing regulations.
• Resident Interviews: Schedule and conduct monthly interviews with residents to collect and verify required documentation for certifications and recertifications.
• Deadlines and Timeliness: Ensure all occupancy-related tasks are completed on schedule and comply with program standards.

Regulatory Compliance:

• Tenant File Maintenance: Maintain confidential tenant files in accordance with HUD and LIHTC program standards, ensuring readiness for audits.
• Claims and Documentation: Submit special claims as necessary and process background checks, credit reports, and other documentation for new applicants.
• EIV Report Management: Run monthly Enterprise Income Verification (EIV) reports to ensure compliance with HUD requirements and maintain EIV binders for audits.
• Audit Preparation and Resolution: Assist in preparing for Management and Occupancy Reviews (MOR) and resolving findings promptly to maintain compliance.

Customer Service and Resident Relations:

• Tenant Communication: Provide exceptional customer service by addressing resident inquiries, concerns, and needs professionally and efficiently.
• Community Relations: Foster a supportive and welcoming environment for a diverse senior population, collaborating with the property management team to enhance the resident experience.

Qualifications:

Education and Experience:

• Proven experience and in-depth knowledge of HUD and LIHTC program regulations.
• Occupancy Specialist and Tax Credit Specialist certifications are preferred.
• Experience using occupancy management software, particularly OneSite, is strongly preferred.

Skills and Abilities:

• Organizational Skills: Exceptional attention to detail with the ability to manage multiple priorities effectively.
• Communication: Strong verbal and written communication skills.
• Confidentiality: Ability to handle sensitive and confidential information in compliance with all relevant regulations.
• Customer Service: Strong interpersonal skills with the ability to provide excellent service to a diverse senior population.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and occupancy management software.

Other Requirements:

• Ability to work independently and collaboratively as part of a team.
• Must pass a background and credit check per RHF policies.
• Flexibility to work occasional evenings or weekends as needed.

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 non-exempt (Full-Time, 20 Hours/Week) so will be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $26.00- $28.00 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.