Agency Assistant Jobs in Ladera Ranch, CA (NOW HIRING)

WinnCompanies is looking for an Occupancy Specialist I to join our team at Shadow Way, a 144-unit affordable residential community located in Oceanside, CA.

In this role, you will be responsible for assisting the Property Manager with the initial, interim, and annual tenant recertifications at the property. 

Please note that the pay range for this position is $17.63 - $21.38 per hour, depending on experience. Additionally, the selected candidate will typically work: Monday through Friday, from 8:00 AM to 5:00 PM.

Responsibilities: 

• Process initial, interim, and annual recertifications.
• Notify residents of their impending recertifications using notices supplied by Property Management Software.
• Conduct the recertification interviews with residents.
• Review each recertification to ensure that all checklist items are complete.
• Send recertification verification forms to the appropriate agencies (e.g., Social Security Administration, place of employment, welfare agency, Veterans Administration) relevant banks, and other organizations (e.g., drug stores).
• Complete the recertification worksheet necessary to prepare the voucher (i.e., Form 50059) for the local HUD office, state agency, or local housing authority.
• Completing the recertification worksheet so that the annual Tax Credit reports (Tenant Income Certification TIC) may be prepared for the state compliance agency.
• Assist the Property Management staff with preparing for the property review by owners, regulatory agencies, auditors, etc., as necessary.
• Ensure all information is accurate and entered in the Property Management Software.
• Comply with company policies regarding the proper treatment of Tax Credit and Resident files.
• Assist the Property Management staff with all facets of the move-in process.
• Ensure that files comply with the regulations of all funding/regulatory agencies, such as HOME and HIF.
• Ensure the proper treatment of residents’ personal and private information; maintaining such records in accordance with local, state and/or federal law.
• Ensure recertifications are fully completed and executed with Property Manager and resident signatures by the date due.
• Ensure that the recertification reporting calendar is followed and that all recertification reports and letters to tenants are run and delivered on time.
• Ensure all prospect information is maintained and managed in a waitlist and in compliance with regulations, including but not limited to: completing guest cards, purging the waitlist at periodic intervals to ensure active and available prospects are at the top of the list, keeping in contact with the top prospects to ensure interest continues when vacancies become available.
• Engage in marketing activities to increase prospect activities. Show vacant apartments or take prospects on property tours to solidify interest and pre-qualify applicants as necessary explaining income qualifications and required documentation for certification process.
• Assist Property Management with PBA, Project Based Section 8, or other subsidy contract renewals, including calculation of utility allowances (HUD Contracts).
• Perform special assignments as necessary. 

Requirements: 

• High school diploma or GED equivalent.
• 1-3 years of relevant property management experience. 
• Experience with computer systems, particularly Microsoft Office.
• A current driver's license in good standing and ability to meet the driving records standards outlined in the Company Safe Vehicular Operations Policy.
• Excellent customer service skills.
• Solid verbal and written communication skills.
• Good organizational and administrative skills.
• Ability to consistently meet required deadlines and follow schedules.
• Ability to complete repetitive tasks with a high level of detail.
• Ability to plan and schedule 4 months of work activity. 

Preferred Qualifications: 

• Associate's degree.
• Experience with Yardi or RealPage property management software.
• SHCM certification.
• Tax credit experience preferred.
• COS or CPO certifications.