Job Description

Job Description:

I. Position Summary

The Occupancy Specialist works at Center Communities of Brookline as part of Hebrew SeniorLife’s Property Management team under the direction of the Director of Occupancy & Compliance to assist with the day to day operation of Center Communities of Brookline. The Occupancy Specialist is responsible for assisting with implementing CCB’s Tenant Selection Plan by assisting with managing the waiting list, handling rental inquiries, leasing apartments, completing tenant initial certifications and annual recertifications according to HUD and all other federal, state and local guidelines including fair housing regulations. In addition, the Occupancy Specialist works as a key member of CCB team coordinating rental activities with the Facilities Department and working closely with other staff from all departments to support the residents of CCB. The Occupancy Specialist is also responsible for partnering with the Director of Property Management to enforce lease terms and House Rules.

The position requires excellent customer service skills to meet the needs of all applicants, residents, family members, guests and professional colleagues of CCB. This role requires a person who is patient, kind and understanding. This person must be able to handle interruptions, stressful situations and difficult customer interaction in a skillful manner. This role requires an independent “self starter” with the ability to prioritize work, perform multiple tasks, anticipate needs, and demonstrate initiative, and be skilled in community building. This position will support Center Communities of Brookline’s mission of supporting elders to remain independent and active.

II. Core Competencies

• Ability to consistently provide high quality resident and customer service.
• Ability to communicate clearly and effectively both verbally and in writing.
• Ability to listen carefully; speak respectfully; be patient, kind and understanding.
• Commit to the organization’s core values of respect, dignity and empowerment.
• Able to form trusting relationships with residents, families, and team members.
• Work collaboratively with colleagues, both within and outside the HSL continuum.
• Listen attentively; speak respectfully; promote an “emotional” connection.
• Attention to detail and ability to perform and understand basic mathematical calculations accurately.
• Ability to read, understand and implement HUD housing regulations and associated policies and procedures.
• Have a “can-do” service mentality.
• Accept responsibility for all tasks assigned.

III. Position Responsibilities

• Assists with leasing apartments at CCB while meeting occupancy goals, complying with the CCB Tenant Selection Plan and all other HUD and MassHousing requirements including Fair Housing regulations.
• Responds to telephone inquiries and explains housing program requirements, waiting list, regulations, and mandatory meals program to applicants and maintains regular and timely contact with applicants as required.
• Interviews applicants and conducts building tours/apartment showings.
• Maintains the waiting list and ensures compliance with all HUD policies related to wait list management and tenant selection regulations.
• Processes all eligible applicants from application to admission under the Section 8 Program and Low Income Housing Tax Credit (LIHTC) by verifying income, assets, medical and other expenses as required and entering all data onto Yardi affordable housing software program.
• Assists residents in completing, understanding and signing all papers related to housing assistance to ensure compliance with program rules.
• Assists with coordinating move outs/move ins and renovation of apartments with the Facilities Department to turn units over quickly; complete move out and move in inspection forms with residents and coordinate response with Facilities Department.
• Assists with Preparing annual resident income and expense recertifications and interim recertifications as required at CCB and as part of the Hebrew SeniorLife Property Management Team at other Hebrew SeniorLife affordable housing sites.
• Maintains and updates tenant files and archived tenant files.
• Establishes, maintains and updates records to ensure compliance with EHOLC, HUD, MassHousing, Spectrum and all other federal, state and local regulations.
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• Maintains knowledge of regulations pertaining to the HUD Section 8 Rental Program & LIHTC through various sources including LeadingAge, Federal Register, HUD Handbooks, notices, emails, MassHousing emails and publications. Attends housing meetings, workshops, and training sessions.
• Assists with the needs of the residents and refer them to the appropriate services in the community.
• Monitors safety and well-being of participants and seek assistance when necessary.
• Graciously receive complaints and concerns; act to correct issues by making request of others.
• Follows the rules as set by the HSL’s Employee Handbook.
• Performs other related duties as required or directed.

IV Qualifications

• College degree and/or 3 years experience in property management.
• Certified Professional of Occupancy Certification or equivalent preferred.
• Prior experience with HUD Section 8 Affordable Housing Program and knowledge of HUD, MassHousing and EHOLC regulations and policies preferred
• Prior experience with LIHTC and knowledge of Spectrum regulations and policies preferred
• Excellent written and verbal communication skills.
• Proven skill using computers with emphasis on Microsoft Word, Excel, and Powerpoint.
• Experience with Yardi software or similar HUD Affordable Housing software is preferred.

• Exceptional organization, customer service, teamwork, communication and interpersonal skills are required.
• Ability to manage multiple task simultaneously, handle difficult situations and demonstrate flexibility.

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