Leasing and Certification Specialist

Overview

Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home.  Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,100 units of housing in 50 different buildings across Western Washington.   We provide supportive services for people who have experienced homelessness, low-income seniors, farm worker families, and those who have special physical and mental needs. Catholic Community Services and Catholic Housing Services work together in partnership to provide permanent supportive housing to individuals and families who have experienced homelessness in King County.  We believe that everyone deserves a safe, affordable place to call home.  We understand that people experiencing homelessness come to us with complex histories, and that it takes a highly collaborative, creative team to help end the cycle of homelessness permanently.   

Position Description:

The focus of the Marketing, Leasing & Certification Specialist is to market vacant units in buildings with high vacancies, engage with interested parties for viewing units, and turn these interests into successful applications. Ensure site staff process new applications all the way through to completed move ins.; and, complete annual household certifications for designated properties determined by the Director of Property Management.  This position will supplement existing property management and compliance staff during periods of high vacancy in buildings throughout the portfolio.  This position will process new applications that are referral based from internal and external partners, from property waitlists, prospects from marketing, and unit transfers.  They will complete certification paperwork and determine eligibility based on the property screening criteria.  In addition, this position will complete annual household certifications in accordance with the properties’ funding requirements and regulations.  This position requires thorough knowledge of the extensive qualifications and paperwork which varies by program type, population, and funding.  It requires expertise in marketing affordable housing.  Attention to detail, accuracy and deadlines are crucial.  It requires understanding of housing for vulnerable populations.  This position requires travel between properties. Mileage compensation will be provided.

This position offers a compensation range of $31.23 – $34.74 per hour (DOE)

Full‑time, 40‑hour position include a competitive benefits package:

• Medical, dental, and vision coverage, plus life insurance and long‑term disability
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• Generous paid time off, including paid sick leave, 15 vacation days, 12 paid holidays, and 1 personal holiday
• CCS/CHS 403(b) Employee Savings Plan
• Employee Assistance Program (EAP)

Responsibilities

MARKETING AND LEASING:

• Coordinate and conduct the marketing of vacant units and application process with staff teams in the buildings
• Keep up to date and engage with internet marketing sites and processes for maximizing successful applications and leasing.
• Ensure advertising has correct information and attractive photos.  Refresh advertising frequently.
• Coordinate with property management or services as appropriate, to schedule in-person and virtual tours for prospects.  With other property management staff show vacant and rent-ready units available to the applicant that they are eligible for.
• Coordinate an intake immediately for a new referral or prospect, and keep the services staff informed of application status throughout the process.
• Initiate all new applications for move in and unit transfers. Work with the intention of handing off leasing responsibilities to site staff as leasing progresses.  Take the initiative in communication with site staff at each building you are engaged with.
• Complete background screenings, and household eligibility certifications.
• Notify applicants when they are approved to move in or if their application is denied and the reason per the screening criteria.
• Manage the property waitlists by adding new applications when open, keeping the waitlist up to date and active, and following the list for placement of vacant units.
• Train other site staff to provide excellent customer service by providing a welcoming environment, refreshments such as water or coffee, and a comfortable space to meet including ADA needs.
• Provide effective and clear communication by being knowledgeable about the building’s requirements and services, the paperwork and the process.  Be able to clearly explain this to the applicant.  Applicants may have limited understanding about housing requirements and responsibilities.
• Must be able to clearly answer any questions from the applicant and be responsive in finding the appropriate answer if you do not have it at the time.
• Coordinate with the Property Manager to send completed application packets to the Housing Authority for properties with Project Based Vouchers or VASH vouchers.
• Be responsive in timely follow up to fill units and set expectations with the applicant regarding items needed and the time frame in which it is required.  Take the initiative to move applications through to completion.
• Once a unit transfer has been approved, initiate the paperwork to complete the transfer with the current resident.
• Demonstrate the importance of meeting deadlines to occupy units for the purpose of compliance, financial sustainability, and to minimize the impact to applicants from experiencing homelessness.
• Apply and follow all landlord/tenant laws, and fair housing regulations per federal, state and city regulations.

 MOVE IN/LEASE SIGNING:

• Once an application is approved immediately schedule lease signing with the applicant and service provider if applicable.
• Be knowledgeable in the most current lease, utilize the correct lease based on properties that are still with an LLC, all of the standard addenda, and ensure any program requirements are included as an addendum, such as the project based voucher program.
• Must review all lease documents, and collect signatures and initials required.
• Ensure the lease information is accurate based on move in date, monthly rent, prorate rent, resident and subsidy rent, length of lease, deposit amount, marking utilities paid by the resident or the property and household members.
• Complete move in unit condition inspection report with the applicant.
• Conduct property orientation per the property orientation form including providing resident manuals and any other requirements that may be specific to the city, program or funder required.

ANNUAL CERTIFICATIONS:

• When not working on new move in or unit transfers assist with completing annual household certifications.
• Complete 1st year and 6th year full certifications and self-certifications.
• Complete full certifications for properties being syndicated.
• Be knowledgeable with compliance requirements for LIHTC, HOME, Commerce, HUD and various other funding requirements.
• Process certification packets through 3rd part provider Real Page and assist Quality Management Team to certify in the property management software Boston Post.
• Maintain an accurate, organized filing system; assist with basic office duties

ADDITIONAL DUTIES:

• Attend team meetings and represent CCS/CHS in community meetings.
• Enter and maintain data in the property management software.
• Coordinate certifications, reports, inquiries, applications and approvals with Property Manager and the compliance specialist.
• Follow Fair Housing Guidelines and Landlord Tenant laws.
• Follow guidelines on confidentiality rights of residents and respect their privacy.
• Maintain cooperative relationships with businesses in surrounding neighborhood.
• Contribute to the mission of Catholic Community Services.
• Attend all required meetings and trainings and larger community meetings as needed.
• Perform other job-related duties as assigned.

Job Conditions 

This position requires the employee to work in an environment where there may be exposure to blood, bodily fluids, and other potentially infectious material.  Other exposures could include cleaning supplies, bedbugs, chemicals involved in pest control, paint and other materials used in building maintenance, building temperature fluctuations, dust, noise, and odors.  Working conditions include interruptions, crisis response, and regular interactions with individuals who are dealing with issues of chemical dependency and/or mental illness, or are experiencing anger or frustration. 

Qualifications

Minimum Qualifications: 

• Experience in property management, leasing of low-income housing.
• Specific expertise in marketing of affordable housing, with income restrictions and other tenant qualifications.
• Ability to listen and communicate effectively to a diverse group of people.
• Ability to prioritize multiple tasks, be detail-oriented and flexible; be able to apply sound judgment in order to make independent decisions as well as work as a team player.
• Some bookkeeping experience.
• Strong organizational skills and demonstrated ability to complete necessary documentation, follow guidelines and instructions.
• Proficiency with computers and ability to learn property management software.
• Ability to travel to sites throughout Western Washington.
• Able to demonstrate commitment to the mission, goals and values of CCS/CHS.
• Criminal history background checks are required prior to employment.

Preferred Qualifications:

(Qualifications which are desired in applicants; however, applications without these qualifications will not necessarily be excluded from consideration if they possess minimum qualifications.)

• Experience working in the non-profit sector serving vulnerable populations.
• Familiarity with government funded housing compliance guidelines.
• Experience in low-income subsidized housing or property management.
• Working knowledge of Landlord/Tenant Act and Fair Housing.
• Experience with the tax credit program.
• Experience with Public Housing Authorities.
• Experience with property management software.
• Bilingual in Spanish and English.

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.

EMPLOYEE/EMPLOYER PLEDGE: We will not tolerate attitudes, behaviors, or statements that alienate, offend, or injure any person associated with CCS because of their racial or ethnic origin.  We will enable and support all efforts to become aware of and eliminate racism and racist behaviors within CCS and the broader community.  We will take exceptional steps to identify and root out such biases, especially where there appear to be long standing, institutional patterns of unacceptable behavior or lack of performance.

Compensation: 31.23 to N/A (USD)