Rent Billables Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

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 Rent Billables Coordinator is responsible for managing resident rent calculations, billing processes, and accounts receivable functions for a portfolio of affordable housing community. This position ensures compliance with HUD, LIHTC, Section 8, and other affordable housing regulations while maintaining accurate tenant records, rent charges, subsidy payments, and collections.  The Rent Billables Coordinator is responsible for managing the organization's accounts receivable process, ensuring timely and accurate billing, collections, cash application, account reconciliation, and customer account maintenance. This role plays a critical part in maintaining healthy cash flow while providing excellent customer service to internal and external stakeholders. 

As part of the PM 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:


Rent Billings & Revenue Management

• Generate monthly rent charges and subsidy billings. 
• Review rent calculations for accuracy and regulatory compliance. 
• Process retroactive rent adjustments and subsidy changes. 
• Process of residential rent payments: collect and post checks into Yardi Property Management Software, post late fees notices and perform rent collection tasks per PCRI’s rent collection policy
• Coordinate FED filings with Action Services for rent delinquencies not cured within 30 days. Draft balance due notices – maintenance charges, late and other misc. fees
• Reconcile Housing Authority payments and subsidy receivables. 
• Monitor tenant ledger activity and investigate discrepancies. 
• Track delinquent accounts and coordinate collection efforts. 
• Prepare and distribute notices related to unpaid balances. 
• Monitor aging reports and provide collection status updates to management. 
• Research and resolve billing disputes and account discrepancies. 
• Assist with move-out balances and collection procedures. 
• Collaborate with Property Managers, Compliance Staff, Housing Authorities, and Resident Services teams. 
• Support special projects related to occupancy, compliance, and revenue management. 
• Generate and distribute customer invoices accurately and timely. 
• Process customer payments, including checks, ACH, wire transfers, and credit card transactions. 
• Apply cash receipts and maintain accurate customer account records. 
• Monitor outstanding balances and follow up on past-due accounts. 
• Support audits by providing required documentation and reconciliations. 
• Assist in identifying opportunities to improve AR processes and controls. 
• Maintain accurate residential ledgers, post charges in accordance with established policies and procedures. 

Education and/or Experience:

•   High school diploma or GED required; college degree preferred in business administration, or related field.
• Minimum 2–4 years of experience in Accounts Receivables or rent accounting. 
• 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.
• Previous office experience working with the public in which the following skills were attained: effective telephone skills, ability to deal tactfully with a variety of people under constantly changing circumstances using tact and diplomacy, ability to prioritize tasks and work under minimal direction, ability to understand and follow complex verbal and/or written instructions, and familiarity with filing systems and standard business machines.

Qualifications:

• Knowledge of rent calculation methodologies and subsidy programs. 
• Proficiency in Microsoft Office Suite, particularly Excel. 
• Experience with property management software such as: YARDI, RealPage, OneSite, MRI
• Excellent organizational and time-management skills. 
• Strong customer service and communication abilities. 
• Ability to maintain confidentiality and handle sensitive resident information. 
• High attention to detail and accuracy.
• Ability to generate reports and business correspondence. Effectively present information and respond to potential residents and the general public.
• 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: None

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-$28/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 perform each essential function and the physical demands satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.