How to hire an occupancy specialist

How to hire an occupancy specialist, step by step

Here's a step-by-step occupancy specialist hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an occupancy specialist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new occupancy specialist
• Step 8: Go through the hiring process checklist

What does an occupancy specialist do?

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1. Identify your hiring needs

   The occupancy specialist hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect occupancy specialist also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents occupancy specialist salaries for various positions.

   Type of Occupancy Specialist	Description	Hourly rate
   Occupancy Specialist	Training and development specialists plan, conduct, and administer programs that train employees and improve their skills and knowledge.	$13-33
   Development Coordinator	A development coordinator is responsible for planning various programs and events for an organization or company. They primarily focus on securing funding by holding fundraising events, devising programs to increase brand awareness, and even coming up with various campaigns supporting a cause... Show more	$17-35
   Certified Trainer	A certified trainer is responsible for creating a customized fitness program for clients to improve their body functions, including their cardiovascular stability, balance, flexibility, and overall wellness for a healthy lifestyle. Certified trainers determine the clients' fitness goals, monitoring the clients' progress, and adjusting training plans as needed... Show more	$14-45

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Tax Credit
   • Affordable Housing
   • Yardi
   • HUD
   • Property Management
   • LIHTC
   • Rehabilitation
   • Housing Assistance
   • Phone Calls
   • Process Applications
   • Data Entry
   • Calculation
   • Party Verifications
   • HAP

   Check all skills

   Responsibilities:

   • Manage properties and process daily operations through Yardi software system.
   • Manage complex USDA management information system records for portfolio properties.
   • Process application fees and determine eligibility of potential resident s qualifications for HUD and MSHDA rental assistance programs.
   • Show prospective clients available units, work closely with maintenance department on move outs and move ins need rehabilitation inspections.
   • Secure permanent housing for homeless veterans
   • Process income certifications/re-certifications and updates in Yardi database.

   More occupancy specialist duties

3. Make a budget

   Including a salary range in the occupancy specialist job description is a good way to get more applicants. An occupancy specialist salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for an occupancy specialist in Idaho may be lower than in Washington, and an entry-level engineer typically earns less than a senior-level occupancy specialist. Additionally, an occupancy specialist with lots of experience in the field may command a higher salary as a result.

   Average occupancy specialist salary

   $44,632yearly

   $21.46 hourly rate

   ---

   Entry-level occupancy specialist salary

   $28,000 yearly salary

   Updated January 22, 2026

   Average occupancy specialist salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$61,493	$30
   2	Pennsylvania	$58,643	$28
   3	Rhode Island	$58,219	$28
   4	Massachusetts	$56,977	$27
   5	New York	$56,788	$27
   6	Connecticut	$56,274	$27
   7	California	$53,504	$26
   8	Michigan	$50,155	$24
   9	Minnesota	$47,175	$23
   10	Arizona	$46,843	$23
   11	Colorado	$44,996	$22
   12	Illinois	$44,473	$21
   13	Oregon	$43,471	$21
   14	Ohio	$41,732	$20
   15	Missouri	$39,935	$19
   16	Wisconsin	$39,771	$19
   17	Florida	$39,081	$19
   18	South Carolina	$36,652	$18

   Average occupancy specialist salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	FM Global	$78,895	$37.93
   2	University of Illinois Springfield	$62,376	$29.99
   3	MMS	$57,936	$27.85
   4	Catholic Charities of the Archdiocese of New York	$51,376	$24.70
   5	Colorado State Express	$49,921	$24.00
   6	The Walt Disney Company	$47,842	$23.00	11
   7	Diamond Resorts Management Inc	$47,570	$22.87
   8	Pine Street Inn	$46,696	$22.45	11
   9	City of Ann Arbor	$46,081	$22.15	2
   10	Career Strategies	$45,261	$21.76
   11	McCormack Baron Salazar	$44,728	$21.50	13
   12	Clinical Management Consultants	$44,502	$21.40
   13	Waymo	$42,674	$20.52	1
   14	Robert Half	$42,374	$20.37	23
   15	Jewish Community Housing For The Elderly	$41,307	$19.86
   16	Randstad North America, Inc.	$40,749	$19.59	3
   17	Rings Levin A Atty	$39,715	$19.09
   18	Tenet Healthcare	$38,372	$18.45	1
   19	Muckleshoot Casino	$36,672	$17.63
   20	Westminster	$36,231	$17.42	7

4. Writing an occupancy specialist job description

   An occupancy specialist job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of an occupancy specialist job description:

   Occupancy specialist job description example

   For more than forty years, MMS Group and its affiliates (Arco Management, TUC Management and GoldOller Real Estate Investments) has been dedicated to quality property management. Our growing portfolio exceeds 40,000 residential units and includes high-rise luxury buildings, affordable housing cooperatives, subsidized rental properties, supportive housing, and conventional apartment buildings. Our clients include progressive building owners, governmental agencies, real estate entrepreneurs, financiers, not-for-profit organizations, and cooperative and condominium boards. While each community and client are unique, each shares our singular commitment to excellence.

   If you are interested in joining a growing team of dedicated professionals in our high-tech environment, then we invite you to learn more about MMS career opportunities. We offer competitive salaries and benefits and afford our employees the ability for growth and advancement through continuous training and education programs. Contact us today to see how you can achieve your MMS Edge.

   
   

   We are currently looking for an experienced Occupancy Specialist for our 225 unit residential property located in Pittsburg, PA. The Occupancy Specialist performs all management duties associated with certifications for such programs as Section 8 Housing Choice Vouchers, Family Self Sufficiency, Moderate Rehabilitation, HOME, Rural Development, Low Income Housing Tax Credit and other programs or projects owned or managed by the Housing Authority. Accurately maintains a caseload of program participants under HUD Section 8 regulations, other program requirements, and Housing Authority policies.

   Duties and Responsibilities

   • Processes eligible households for rental assistance and affordable housing programs. Processes the applications and information received from the Property Manager and determines their eligibility for the program
   • Verifies income, assets, medical or unusual expenses and assisted dwelling information. Enters data in OneSite generating rent, utility allowance and escrow calculations
   • Prepares necessary forms for the Property Manager to secure signatures to finalize agreements between tenants, owners, and the management agent
   • Maintains participant contact by phone and mail. Assures that participants are fulfilling their responsibility in providing accurate verification and timely submission of other necessary documents
   • Performs annual reexaminations as well as computing any interim rent changes. Assists participants complete and sign all papers related to beginning housing assistance, interims, and annual re-certifications, explaining in terms they understand to insure compliance with program rules
   • Completes all work according to established Multifamily Management Services procedures
   • Establishes, maintains, and updates various logs and books related to the orderly maintenance of records. Ensures all computer records of all tenants are accurate and current. Promptly and accurately maintains all file documentation within OneSite
   • Resolves program abuse allegations. Reviews public records. Investigates as directed. Issues program warning or notice of termination as warranted
   • Informs manager(s) of program requirements including Housing Quality Standards (HQS). Processes rent abatement as requested by inspection. Terminates HAP contract as warranted
   • Prepares monthly reports and attends meetings as necessary and required
   • Performs other related essential duties and tasks as assigned
   • Other duties as assigned

   
   

   Knowledge, Skills and Abilities

   • The individual must possess the following knowledge, skills and ability or be able to explain and demonstrate that he/she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:
   • Knowledge of rental assistance and affordable housing programs
   • The ability to read and understand technical documentation such as federal housing regulations and associated policies and procedures
   • The ability to perform and understand basic mathematical calculations such as fractions and percentages
   • Proven written and verbal communication and interpersonal skills
   • Reasonable knowledge of the community, social and economic resources available to low income and elderly individuals, with emphasis on resources as they apply to housing
   • Ability to learn and follow regulations, policies and procedures of the HUD and LIHTC programs. Ability to maintain confidentiality of tenants and landlords. Ability to work harmoniously with other employees. Ability to work with diverse ethnic and low-income families in a professional manner. Knowledge of a second language helpful but not necessary
   • Requires previous office experience working with the public in which the following skills were attained: effective telephone skills, ability to deal tactfully with a variety of people under constantly changing circumstances using tact and diplomacy, ability to prioritize tasks and work under minimal direction, ability to understand and follow complex verbal and/or written instructions, and familiarity with filing systems and standard business machines (such as copiers, calculators, typewriter, computer equipment, telephone systems, etc.).
   • Must be capable of performing light lifting of up to 20 pounds while in the office, predominately paper products, small office equipment, files, etc.

   
   

   Qualifications for this position

   • Three years’ experience with low-income, senior, or housing related programs
   • Certified COS, TCS, MORS, BOS, CMH or AHM (preferred)
   • High School Diploma

   
   

   Equal Opportunity Employer

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5. Post your job

   There are various strategies that you can use to find the right occupancy specialist for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your occupancy specialist job on Zippia to find and recruit occupancy specialist candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit occupancy specialists, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new occupancy specialist

   Once you have selected a candidate for the occupancy specialist position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new occupancy specialist first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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