Intake Housing Specialist

Job Description

Job Description

Summary : Responsible for assisting with the eligibility and move in process for a portfolio of rental properties, engages in strategies that maximize income, and promotes positive relations throughout the resident lifecycle. The Intake Coordinator Specialist requires a balance of knowledge and skills to successfully navigate resident retention and satisfaction, rent collection and vacancy optimization, and the achievement of key performance metrics expected from high performing teams.

Duties and Responsibilities include the following :

• Assumes ownership of property performance such as occupancy, resident relations, and resident satisfaction in alignment with our human-centered design framework and lean process improvement practices.
• Performs range of intake duties and business solutions functions to include sales and marketing, financial reporting, documentation, make and take phone calls, emailing, and compliance.
• Initiate the collection of rent, fees, and other obligations; work collaboratively with prospects for options or scheduling of plans; identifies resources and support for those that need CASA housing.
• Manages current and future occupancy by initiating and coordinating lease signings; coordinates with prospects, subsidy providers, case managers, etc. to collect documentation, complete inspection, and finalize signing.
• Fully understands the move in process and all its components to ensure prospects are accurately qualified to be housed with CASA.
• Responsible for entering and updating application information into the waiting list. Enter data into other necessary software used to maintain and track applicants, vacancies, move outs, and move ins. Answer questions from applicants, Housing authorities, agency partners, and any other necessary parties as it relates to the move in process.
• Maintains organized and updated resident files, records, and ongoing communications and associated documentation in alignment with internal and external compliance measures.
• Proactively plans move ins, anticipates vacancies, markets desirable features / amenities and assertively matches applicant and unit.
• Process RFTA’S and email them back to local Housing Authorities and other subsidy providers. Understand third party subsidy expectations and guidelines.
• Coordinate inspections and speak with prospects, subsidy providers, and case managers concerning and confirming inspections, and entering detailed work orders.
• Mail out and process applications, initiate background checks, verify landlord references and or homeless status, verify background check fee payments, pull vacancy reports and mail out notices and communications to prospects in a timely manner. Contact support team, subsidy providers, etc., if needed.
• Build a good relationship and be responsive to prospects and service providers. Responsible for handling all prospect concerns and issues prior to lease signing. Documents all conversation in tenant file in a timely manner, reaching out to tenant support teams and funders, sending notices when needed.
• Responsible to select names from the waitlist and partnering agencies when unit vacancies occur, based on preferences and qualifications outlined in the TSP.
• Take prospect calls and all calls concerning unit availability and document in appropriate systems.
• Conduct meetings in-person with prospects, case managers, etc. prior to moving in.
• Responsible for communicating with Property Coordinator, Director of Facilities, and Maintenance Supervisor, concerning vacancies and move ins.
• Completes annual required trainings.
• Perform other responsibilities and / or tasks as assigned by supervisor or other management staff.

Supervisory Responsibilities :

No direct reports

Qualifications :

Language Ability :

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively present information to top management, public groups, and / or fellow employees.

Math Ability :

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability :

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Computer Skills :

To perform this job successfully, an individual should have knowledge of Microsoft Office, internet software, property management software, HMIS, and RCRS.

Education / Experience :

High school diploma or general education degree (GED); and one to two years related experience and / or training; or equivalent combination of education and experience.

Certificates and Licenses :

Valid driver’s license

Preferred :

Knowledge, Skills, and Other Abilities :

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands, and talk or hear. The employee is occasionally required to stand, walk, use hands, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl, and taste or smell. The employee must occasionally lift and / or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.