Certified Occupancy Specialist

Certified Occupancy Specialist (HUD Affordable Housing)

Department: Property Management

Reports To: Property Manager

FLSA Status: Non-Exempt

Schedule: Full-Time, On-Site

We are seeking a detail-oriented and resident-focused professional to serve as Assistant Property Manager / Receptionist with active responsibility as a Certified Occupancy Specialist (COS) for our HUD-assisted housing portfolio. This dual role combines front-desk hospitality, leasing and administrative support, and rigorous compliance work tied to HUD Section 8 / Project-Based Rental Assistance (PBRA) and other affordable programs. The ideal candidate is organized, accurate with numbers and documentation, and able to deliver excellent customer service to residents, applicants, and vendors while maintaining strict regulatory compliance under HUD Handbook 4350.3.

Reception & Front Office

•      Serve as the first point of contact for residents, applicants, vendors, and visitors in person and by phone.

•      Answer multi-line phones, route calls, take accurate messages, and respond to general inquiries promptly and professionally.

•      Receive and log work-order requests; dispatch to maintenance and follow up on completion and resident satisfaction.

•      Maintain a clean, organized, and welcoming reception and leasing area.

•      Sort and distribute mail and packages; manage office supplies and order replacements as needed.

Assistant Property Manager Duties

•      Support the Property Manager in day-to-day operations of the community, including leasing, renewals, collections, and resident relations.

•      Post rents, fees, and other charges accurately and timely; prepare and process bank deposits.

•      Track and pursue delinquencies; issue rent demands, late notices, and lease violation notices in accordance with state and local law and company policy.

•      Process move-ins and move-outs, including unit inspections, key control, security deposit accounting, and final account statements (FAS).

•      Prepare lease documents, addenda, and renewal paperwork; ensure all signatures and disclosures are obtained.

•      Maintain organized resident, vendor, and property files in both physical and digital formats.

•      Assist with vendor coordination, purchase orders, invoice coding, and accounts payable submission.

•      Support month-end close activities including variance notes, accruals, and reporting as directed.

•      Help enforce community rules, house rules, and lease terms in a fair and consistent manner.

Certified Occupancy Specialist (HUD Compliance)

•      Manage the full applicant intake and certification process for HUD-assisted units in accordance with HUD Handbook 4350.3 REV-1, Change 4.

•      Conduct waitlist management, applicant screening, eligibility determinations, and unit offers in compliance with the property's Tenant Selection Plan and Affirmative Fair Housing Marketing Plan (AFHMP).

•      Calculate annual income, adjusted income, allowances, and tenant rent; verify income, assets, and household composition using HUD-acceptable third-party verification methods.

•      Prepare, review, and transmit HUD-50059, 50059-A, and related certifications (move-in, annual recertification, interim recertification, unit transfer, gross rent change, and termination).

•      Submit certifications timely through TRACS via the property's compliance software; resolve TRACS discrepancies, fatal errors, and MAT messages.

•      Issue and track required notices, including the 120/90/60/30-day annual recertification notice schedule, EIV use and disclosure notices, and lease addenda.

•      Run and review EIV reports (Income, Income Discrepancy, New Hires, Existing Tenant Search, Multiple Subsidy, Deceased Tenants, No Income, No Income/No Asset) and document follow-up in the tenant file.

•      Maintain tenant files audit-ready for Management and Occupancy Reviews (MORs), HUD REAC reviews, and contract administrator inspections.

•      Stay current on HUD notices, program updates, and Fair Housing requirements; assist with policy updates as guidance changes.

•      Coordinate with the Property Manager on rent adjustments, utility allowance changes, and contract renewals (HAP / Rent Schedules).

•      High school diploma or equivalent; associate or bachelor's degree preferred.

•      Active Certified Occupancy Specialist (COS) credential through NCHM, or equivalent (e.g., SHCM, CPO) — or ability to obtain within 90 days of hire.

•      Minimum of 2 years of experience in property management, with demonstrated exposure to HUD Section 8 / PBRA compliance.

•      Working knowledge of HUD Handbook 4350.3, TRACS, EIV, and the Fair Housing Act.

•      Proficiency with property management software (e.g., Yardi, RealPage / OneSite, MRI, AppFolio); experience with a HUD-specific module strongly preferred.

•      Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook.

•      Excellent written and verbal communication skills; ability to explain program rules clearly to residents and applicants.

•      Strong organizational skills with the ability to manage competing deadlines and a high-volume recertification calendar.

•      High level of integrity and discretion in handling confidential resident and financial information.

•      Additional affordable housing certifications (e.g., SHCM, BOS, FHC, TaCCs, or LIHTC credential such as HCCP/SCS) for mixed-finance properties.

•      Experience with HUD MOR preparation and successful completion of past reviews.

•      Bilingual (English/Spanish or other language reflecting the resident community).

•      Experience with month-end close, accounts receivable, and basic property accounting.

•      Position is primarily based on-site at the property; occasional travel between sister properties may be required.

•      Must be able to sit for extended periods, use a computer and telephone, and occasionally walk the property to show units and conduct inspections.

•      Must be able to lift and carry up to 25 pounds (files, supplies, packages).

Competitive hourly rate commensurate with experience and certifications. Benefits package includes medical, dental, and vision insurance; paid time off and holidays; 401(k) with company match; and ongoing training and certification support.

We are an Equal Opportunity Employer and a provider of equal housing opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, familial status, or any other legally protected characteristic.