Occupancy Coordinator

Affordable Housing HUD OCCUPANCY COORDINATOR Location: 725 24th Street NW- Washington, DC Property Type: Senior High-Rise Building- Apartment Living Position: Full-Time About the Role We are seeking a highly organized, detail-oriented, and experienced HUD Section 202 Occupancy Coordinator to oversee all occupancy-related functions and ensure full compliance with HUD regulations, Section 8 program requirements, Fair Housing laws, and applicable state and local housing agency guidelines. The Occupancy Coordinator will be responsible for managing all aspects of resident eligibility, annual and interim income and rent certifications, recertifications, resident files, and HUD-required documentation. This position requires extensive working knowledge of HUD Section 202 and Section 8 housing programs, including the regulations and procedures governing income calculations, asset verification, deductions, and rental assistance. The ideal candidate must have direct experience working with HUD-assisted housing programs and demonstrate the ability to accurately interpret and implement HUD regulations and compliance requirements. This individual must be exceptionally organized, capable of managing multiple deadlines, and comfortable obtaining, reviewing, verifying, and maintaining confidential federal documentation. Strong written and verbal communication skills, professionalism, attention to detail, and the ability to work independently are essential to success in this position.

Key Responsibilities

HUD Occupancy and Compliance

• Manage all occupancy and compliance responsibilities for a HUD Section 202 senior housing property.
• Complete and process all annual resident income and rent certifications and interim recertifications in accordance with HUD requirements.
• Ensure all resident certifications are accurate, complete, properly documented, and submitted within established HUD deadlines.
• Maintain comprehensive knowledge of HUD Section 202 and Section 8 regulations, occupancy requirements, and rental assistance procedures.
• Interpret, understand, and consistently follow HUD Handbook 4350.3, applicable HUD notices, regulatory updates, and all applicable state and local housing agency policies and procedures.
• Ensure compliance with HUD program requirements, Fair Housing laws, applicable federal regulations, and property management policies.
• Maintain accurate and complete resident files in preparation for HUD, state agency, and other regulatory audits and reviews.
• Monitor certification deadlines and proactively follow up with residents to obtain required documentation.

Income, Asset, and Federal Documentation Verification

• Obtain, review, verify, and maintain all required federal documentation necessary to establish resident eligibility and calculate annual income and rent.
• Request and verify documentation related to:
• Employment and earned income.
• Social Security and Supplemental Security Income (SSI).
• Retirement, pensions, and other benefits.
• Bank accounts, savings, checking accounts, and other financial assets.
• Investments and other reportable assets.
• Medical expenses and allowable medical deductions.
• Health insurance premiums and other eligible insurance expenses.
• Other income, assets, and allowable deductions required under HUD regulations.
• Ensure all third-party verifications and supporting documentation are properly obtained, reviewed, and maintained.
• Accurately calculate annual household income, adjusted income, tenant rent contributions, and applicable rental assistance.
• Identify discrepancies, missing information, and incomplete documentation and take appropriate action to resolve them.
• Maintain strict confidentiality and safeguard sensitive resident financial and personal information.

Fair Housing and Regulatory Compliance

• Demonstrate a thorough understanding of federal Fair Housing laws and HUD compliance requirements.
• Ensure all occupancy procedures and resident interactions are conducted consistently and without discrimination.
• Maintain current knowledge of HUD regulations, Fair Housing requirements, and applicable state and local housing agency guidelines.
• Ensure all required notices, certifications, supporting documents, and resident communications comply with applicable regulations.
• Assist with responding to HUD and agency reviews, file audits, compliance findings, and requests for documentation.
• Immediately bring potential compliance concerns, discrepancies, or regulatory issues to management's attention.

Resident Relations and Communication

• Communicate professionally and effectively with residents, applicants, management, HUD representatives, and applicable government agencies.
• Explain annual certification requirements, documentation requests, rent calculations, and occupancy procedures to residents.
• Follow up with residents to obtain outstanding financial, medical, insurance, and other required verification documents.
• Maintain professional written correspondence and accurate documentation of resident communications.
• Exercise patience, professionalism, and sensitivity when working with senior residents.

Property Management Software and Recordkeeping

• Maintain accurate resident information, certifications, rent calculations, and occupancy records within the property management system.
• Utilize Yardi and other property management software to process certifications, maintain resident records, track deadlines, and generate reports.
• Demonstrate strong computer skills, including proficiency in Microsoft Word, Excel, Outlook, and electronic document management systems.
• Ensure resident files, electronic records, and supporting documentation are properly organized and readily accessible.
• Generate reports and maintain tracking systems to monitor upcoming certifications, outstanding verifications, and compliance deadlines.

Minimum Qualifications

• High school diploma or equivalent required. Associate's or Bachelor's degree in Business Administration, Property Management, or a related field preferred.
• Minimum of 2–3 years of direct experience working in HUD-assisted housing, affordable housing, or subsidized multifamily housing.
• Demonstrated hands-on experience with HUD Section 202 and Section 8 program requirements is required.
• Strong working knowledge of HUD Handbook 4350.3 and applicable HUD occupancy regulations.
• Experience with Fair Housing laws, compliance requirements, and HUD regulatory procedures is required.
• Direct experience processing annual and interim resident income and rent certifications.
• Thorough understanding of income calculations, asset verification, allowable deductions, and rental assistance calculations.
• Experience obtaining and reviewing third-party and federal verification documents.
• Proficiency with Yardi property management software is required. Experience with other affordable housing and property management software is highly desirable.
• Strong computer skills, including Microsoft Office applications and electronic recordkeeping systems.
• Excellent organizational skills and the ability to manage multiple resident files, certification deadlines, and compliance requirements simultaneously.

Required Knowledge, Skills, and Abilities

The successful candidate must demonstrate:

• Extensive knowledge of HUD Section 202 and Section 8 housing programs.
• Ability to understand, interpret, and follow HUD Handbook 4350.3 and applicable regulatory guidance.
• Strong understanding of Fair Housing laws and HUD compliance standards.
• Ability to accurately complete annual and interim resident income and rent certifications.
• Knowledge of federal income and asset verification requirements and allowable medical and insurance deductions.
• Exceptional attention to detail and accuracy when reviewing financial documents and calculating resident rent.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and recordkeeping abilities.
• Ability to maintain confidentiality and handle sensitive resident information.
• Ability to work independently, exercise sound judgment, meet deadlines, and prioritize responsibilities.
• Professional and compassionate communication skills when working with senior residents.
• Ability to maintain organized, audit-ready resident files and respond to regulatory documentation requests.

Preferred Qualifications

• Previous experience working at a HUD Section 202 senior housing community.
• Experience with HUD and state agency management and occupancy reviews.
• Experience preparing for HUD REAC/NSPIRE inspections and management and occupancy reviews.
• Experience responding to compliance findings and correcting resident file deficiencies.
• Advanced experience with Yardi and other affordable housing management software.
• Knowledge of Washington, DC housing regulations and local affordable housing agency requirements.

Professional Expectations The Occupancy Coordinator is a critical compliance position and must demonstrate a high level of professionalism, accountability, accuracy, and integrity. The individual selected for this position must be committed to maintaining compliance with all HUD regulations, Fair Housing requirements, HUD Handbook 4350.3, applicable state and local agency requirements, and company policies and procedures. Candidates must possess actual working experience with HUD-assisted housing programs. General apartment leasing or conventional property management experience alone will not meet the qualifications for this position. We are seeking a dependable, knowledgeable, and highly organized professional who understands the importance of accurate certifications, regulatory compliance, resident confidentiality, and maintaining complete and audit-ready resident files. SPM, LLC is a EEO Employer and Drug-free Workplace.