Occupancy specialist job description

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

BRIDGE Housing strengthens communities by developing, owning and managing high-quality, affordable homes for working families and seniors. We are looking for an Occupancy Specialist to join our dedicated team!

Reporting to the Compliance Manager, the Occupancy Specialist will be responsible for reviewing resident recertification files for the assigned properties.

Responsibilities

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• Review income certification files of assigned properties for accuracy and ensure all appropriate documentation/verification has been completed.
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• Collaborate with on-site Resident Managers to ensure files are completed timely and within State, Federal and City program qualification guidelines.
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• Update internal tracking and reporting systems, along with Bridges electronic file storage system.
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• Attend, prepare for and respond to file audits
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• Assist in training of new site staff according to Bridge Policies
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• Serve as main point of contact for site staff on all program compliance related questions.
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Qualifications

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• Detail-oriented with strong organizational skills
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• Ability to perform and prioritize multiple tasks on an ongoing basis
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• Demonstrated proficiency with Microsoft Office and Adobe
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• Excellent communication skills
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• Ability to work independently and with a team
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Preferred

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• Knowledge of Affordable Housing occupancy regulations.
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• Experience with Yardi or similar property management software
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• One or more of the following industry certifications: COS (Certified Occupancy Specialist), CPO (Certified Profession of Occupancy), TCS (Tax Credit Specialist); SCS – (Site Compliance Specialist) or SHCM –Specialist in Housing Credit Management or any related designation certification.
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• Bachelors Degree
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BRIDGE Housing is an Equal Opportunity Employer committed to fostering an inclusive environment for our diverse workforce. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, veteran status, or disability. Pursuant to the California Fair Chance Act, we will consider qualified applicants with arrest records. Should you need any assistance or accommodation in our application process, please contact us at the phone number listed on our website.

Health and Safety

Consistent with BRIDGE’s duty to provide and maintain a workplace that is free of known hazards, we have adopted a Mandatory COVID-19 Vaccination Policy to safeguard the health of our employees and their families, our customers and visitors, and the community at large. Under this policy, all BRIDGE employees are required to be fully vaccinated against COVID-19 unless a reasonable accommodation is requested by the employee and approved by Human Resources.

Affordable Housing

• 19 days off per year + 11 paid holidays
• Medical insurance covered at 100% for non-tobacco users, 80% covered for tobacco users
• Dental insurance covered at 100% + vision insurance options
• $20,000 basic life insurance policy
• Long-term disability coverage
• Employee Assistance Program
• Discounted Pet Insurance rates + additional voluntary benefit options
• $300 annual education/professional development credit
• Employer-matched 401k plan
• Training opportunities and career progression/growth plans!

Occupancy Specialist Job Responsibilities

• Process and submit for review all MFTE files assigned within the lease up properties, as assigned
• Obtain copies of first year files, review for completeness and arrange for proper electronic storage
• Report potential non-compliance issues to Senior Floating Admin Team Lead
• Assist, as needed with the completion of the Tenant Selection Plan (TSP), Affirmative Fair Housing Marketing Plan (AFHMP) and Language Assistance Plan (LAP) for lease-up properties as well as any other documents as required
• As needed, support the Team Lead during audits and annual reporting
• Ensure our third-party compliance software is being used properly at each site
• Arrive with necessary tools to complete assigned tasks at destination such as use of/access to of computers, forms, templates, on-line training, webinars, etc.
• Be able to arrive independently at specific locations in a timely manner
• Assist with projects and/or other Property Management Operations activities as needed

Occupancy Specialist Skills, Education & Experience

• Must possess a working knowledge of MFTE & other affordable programs
• Able to interpret and understand tenant file information
• Proficient in Microsoft Office applications, including Excel, Word and Outlook
• Demonstrates strong judgement and critical thinking skills
• 1-2 years on site property management experience in leasing and/or certification processing
• Proven experience in meeting affordable program requirements, specifically Seattle MFTE
• Experience in the use of Yardi preferred
• Communicate clearly both verbally and in writing, including the ability to provide technical assistance on reporting complex compliance issues in a simple, straightforward manner to residents
• Ability to interpret complex documents, like regulatory agreements and program regulations

Occupancy Specialist Job Requirements

• Must have valid driver’s license
• Must be willing to travel as necessary

Physical Requirements

• Stand and walk or sit alternatively depending on specific needs of the day. Estimated 70% of time is spent sitting at a desk and 30% standing/walking
• Constant need (66% to 100% of time) to perform the following physical activities:
  • Writing/Typing – Laptop/Keyboard, notes
  • Grasping/Turning – Telephone, doorknob use
  • Finger dexterity – Typing, operation of office equipment
  • Lifting/Carrying (paperwork, deliveries, files, miscellaneous):
  • 20 – 25 lbs (Occasional need, 1% to 33% of the time)
  • Less than 20 lbs (Frequent need, 33% to 66% of the time)
  • Under 10 lbs (Constant Need, 66% to 100% of the time)

Vision Requirements

• Constant need (66% to 100% of the time) to complete forms, read and review reports, answer a wide variety of correspondence, view computer screen. Frequent need to see small detail.
• Hearing Requirements
• Constant need (66% to 100% of the time) to communicate over telephone and in person with residents, state and local program officials, and other staff

Speaking Requirements

• Constant need (66% to 100% of the time) to communicate over telephone and in person with residents, state and local program officials, and other staff

Mental/Emotional Requirements

• Ability to work and adapt to changes in work priorities
• Able to work as an effective member of a team and in a collaborative manner
• Perform duties under pressure and meets deadlines in a timely manner
• Takes instructions from supervisors
• Exercises problem-solving skills
• Interacts with co-workers, supervisors, guests and the public in a professional and pleasant manner.

Working Environment

Indoors (66% to 100% of the time); frequently outdoors in all conditions (33% to 66% of the time)

Reasoning Development

• High. Must be able to apply principals of logical reasoning to a variety of practical situations and accurately follow standardized procedures that may occasionally call for minor deviations. Needs to think rationally beyond a specific set of instructions.

Additional Requirements

• Employees must fulfill the performance standards of this position and comply with policies, rules, and procedures of the company, including those set out in the Employee Handbook, or otherwise communicated (verbally or in writing) to employees
• This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification, and addition as deemed necessary by the company. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities, and assignments as requested by supervisors, managers, or other company officials.
• This job description does not constitute an employment contract between the company and any employee.
• The job responsibilities of this position may include cross-training in other functions or positions to ensure satisfactory operation of the department or work area.

Who We Are

Thrive is an award winning residential property management firm headquartered in Seattle, ranked as one of the Puget Sound Business Journal's Best Workplaces in Washington for six consecutive years! We are dedicated to our boutique approach to property management and building communities that flourish, which stems from hiring strong associates to grow with Team Thrive!

Diversity is celebrated at Thrive as we believe it makes us a better company. Our hope is that each associate feels welcomed, respected, and appreciated for their unique contributions. From our hiring practices, performance reviews, raise decisions, and opportunities for promotions, Thrive follows consistent and fair practices to ensure all Thrive employees and potential employees have an equal opportunity for employment and advancement based on merit, and are not discriminated against because of race, color, religion, national origin, age, sex, veteran status, pregnancy, childbirth, pregnancy-related conditions, disability, gender, gender identity, sexual orientation, or on any other legally protected basis. Our Human Resources department works with teams to make reasonable accommodations for those that require assistance in being able to participate in the interview process or meet the requirements of their position.

Background Check & Drug Screen Policy

Thrive Communities conducts background checks and drug screens after the conditional offer of employment is accepted, in compliance with applicable federal, state, and local laws. Candidates will be asked to authorize these screenings and results will be reviewed by a designated HR representative.

Any individual who has been convicted of any of the following within the last seven years will be denied employment:

• Any felonies
• Theft or robbery (not including attempted theft)
• Forgery
• Breach of trust
• Property Damage, Malicious Mischief, and Arson
• Sales, distribution, manufacturing, cultivating of a controlled substance
• Offenses involving violence and sex offenses or child sex offenses
• Pending cases that involve any of the above listed charges (candidates may re-apply after the case is finalize and there is a disposition)

The 4-panel drug screen tests for the following:

• Amphetamines including Methamphetamine
• Cocaine Metabolites
• Opiates including Codeine and Morphine
• Phencyclidine ("PCP")

Thrive Communities reserves the right to modify this policy at any time without notice.