Recertification/Resident Coordinator

Job Description

Job Description

Portland Community Reinvestment Initiatives, Inc. is a non-profit community development corporation with a mission “to preserve, expand and manage affordable housing in the City of Portland and provide access to and advocacy for services to our residents”. With over 800 units of affordable housing, PCRI’s unique mix of single-family homes, small multi-plexes and community apartments represents one of the last stable opportunities for low-income households to remain in their vibrant Portland neighborhoods. These homes and apartments are woven into the fabric of their neighborhoods and are a model for eliminating concentrations of poverty. 

To accomplish PCRI’s goal of addressing involuntary displacement, PCRI established a displacement mitigation initiative, Pathway 1000, with the sole purpose and intent of slowing and reversing the involuntary displacement of long term residents previously forced to move from N/NE Portland, and current residents at risk of displacement. Through the Pathway 1000 initiative, PCRI aims to build and create at least 1,000 homes in the next 10 years, many of which will be available to purchase. The homes will be located throughout the city of Portland, with the primary focus on the N/NE Portland neighborhoods where displaced families previously resided.

 

  POSITION Summary:

  The Recertification/Resident Coordinator is responsible for managing resident eligibility recertifications and coordinating unit inspections to ensure compliance with affordable housing regulations, company policies, and property standards. This position serves as a key liaison between residents, property management staff, compliance teams, and housing agencies. The Coordinator oversees annual and interim recertifications, conducts resident interviews, verifies income and household information, schedules and tracks unit inspections, and maintains accurate, audit-ready resident files. 

As part of the Property Management Team, this role supports other job duties for the team, as: Certification and recertifications, Leasing and waiting list support and general resident support.

Essential Functions: 

Recertification & Compliance

• Manage annual, interim, and move-in certification processes for affordable housing residents. 
• Notify residents of upcoming recertifications and required documentation deadlines. 
• Conduct resident interviews to verify household composition, income, assets, and eligibility. 
• Collect, review, and process third-party verifications and supporting documentation. 
• Calculate household income, assets, rent, and utility allowances in accordance with HUD, LIHTC, HOME, and other program requirements. 
• Ensure all recertifications are completed accurately and within required deadlines. 
• Identify and resolve discrepancies in resident files and documentation.
• Comply with annual recertification communication – First, Second and Final Notices Monthly
• Schedule resident appointments to complete annual recertifications
• Update all client management systems – Yardi, WCMS & Procorem where applicable. Review code and update rent payments in Yardi.

Resident Relations & Agency Communication

• Serve as the primary point of contact regarding inspection-related questions and concerns. 
• Inspect property on a regular basis in coordination with the Operations Team’s Property Inspector and report any repair or replacement needs. Drive and walk the properties to ensure positive curb appeal. Check to make sure the grounds and common areas are free from trash and debris.
• Educate residents on housing standards, lease compliance requirements, and inspection expectations. 
• Communicate inspection results and corrective action requirements to residents. 
• Provide referrals and support resources when inspection findings indicate residents may need assistance. 
• Maintain positive and professional relationships with residents while promoting housing stability.
• Collaborate with PRCI Leadership, Compliance Managers, and Leasing staff to ensure occupancy and compliance goals are met. 
• Coordinate access to units for inspections and repair work. 
• Monitor completion of maintenance work orders resulting from inspection findings. 
• Write Service Requests for maintenance repairs received from residents and/or others. 
• Participate in property walk-throughs and quality assurance reviews.
• Assist with special projects, audits, and occupancy reporting as assigned.

  Education and/or Experience:

• High school diploma or GED required; college degree preferred in business administration, or related field.
• Minimum 2 years of administrative, housing, property management, customer service, or eligibility determination experience. 
• Experience with affordable housing programs preferred. Experience working with HUD, Section 8, Public Housing, LIHTC, or subsidized housing programs preferred.
• Experience with various forms of housing to include single family, multi-family and apartment complexes.
• Prior experience using Yardi Property Management software.
• Experience working in a non-profit organization.

Qualifications:

• Knowledge of rental assistance and affordable housing programs. 
• In depth knowledge of all rules and regulations surrounding property management.
• The ability to read and understand technical documentation such as federal housing regulations and associated policies and procedures.
• Knowledge of the community, social and economic resources available to low income individuals, with particular emphasis on resources as they apply to housing.
• Knowledge of computer systems and spreadsheets. Proficient with Microsoft Office Suite: Word, Excel, Outlook.
• Knowledge of general office equipment.
• Self-motivation and self-organization is essential.
• Superior verbal, written, analytical and interpersonal communication skills.
• Ability to learn and follow Federal and State housing regulations, policies and procedures.
• Ability to maintain confidentiality of tenants.
• Ability to work with diverse ethnic and low-income families in a professional manner.
• Ability to work creatively with management and department staff to achieve objectives.
• Ability to communicate effectively with prospective tenants and all levels of management.
• Ability to generate reports and business correspondence. Effectively present information and respond to potential residents and the general public.
• Ability to work organizationally, individually and collectively to fulfill PCRI rental housing goals and objectives.
• Must be able to manage multiple and changing priorities.
• Ability to climb stairs several times a day. Physical ability to bend, stoop, twist, reach and pull.

Supervisory Responsibilities: This job has no supervisory responsibilities.

 
Certificates, Licenses, Registrations: Must have and maintain a valid driver’s license and be able to pass a driving record check as determined by PCRI criteria. 

Compensation / Benefits: 

Salary is commensurate with qualifications and experience. PCRI provides a generous benefits package that includes 10 days of paid Vacation after the completion of one year of employment that increase over time to 20 paid days. In addition to paid vacation, PCRI’s annual benefits package includes 9 days of paid Sick Leave and 3 days of paid Personal Time Off, 10 paid holidays, employer-paid health coverage (medical, dental, vision) that requires a contribution for employee if dependents added to plan, Long Term Disability Insurance, 403(B) employer match contribution of up to 3% of employee's annual salary. Voluntary benefits include: Life Insurance, Short Term Disability insurance, critical and accidental insurance.

Compensation Range:  $23 to $29/hr

 

  Work Environment:

 

PCRI is a fast-paced, highly engaged work environment. We strive to communicate effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds. We actively seek opportunities for professional development for our staff and promote a willingness to change for continual improvement. PCRI is an EEO employer committed to the inclusion of all people in our workplace and programs. Undergoing and passing a pre-employment criminal background, drug test and physical exam is required.

 

  Reasonable Accommodations:

 

To perform this job successfully, an individual must be able to perform each essential function and the physical demands satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.