Leasing Waiting List 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 Leasing - Waiting List Coordinator is responsible for the administration, maintenance, and integrity of housing waiting lists for affordable housing communities and housing assistance programs. This position ensures compliance with HUD, Fair Housing, LIHTC, and agency regulations while providing exceptional customer service to applicants seeking housing opportunities. The Leasing - Waiting List Coordinator manages applicant intake, eligibility screening, waiting list updates, data entry, correspondence, and reporting activities to support occupancy goals and regulatory compliance.

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:

 
Waiting List Administration

• Manage and maintain housing waiting lists for multiple affordable housing properties and programs. Coordinate and update availability and conduct property tours.
• Maintain marketing & outreach on PCRI’s website and social media along with Zillow, Home Forward, Housing Connector, Local community & housing organizations, 211 etc.
• Track and update eligible max rents and utility allowances on an annual basis in accordance with state guidelines.
• Process and update housing applications in accordance with established policies and procedures. 
• Monitor applicant status, preferences, priorities, and eligibility requirements. 
• Conduct periodic waiting list updates and purge activities. 
• Ensure applicant records are accurate, complete, and maintained confidentially. 
• Track unit availability and coordinate applicant selection processes. 

Applicant Services

• Serve as the primary point of contact for applicants regarding housing opportunities and waitlist status. 
• Investigate tenant disturbances, violations, or complaints, and resolve problems in accordance with regulations established in the lease agreements. Send violation letters.
• Engage the legal services of Andor Law as needed and monitor timelines accordingly
• Respond to inquiries via phone, email, mail, and in-person visits. 
• Explain program requirements, eligibility criteria, and application procedures. 
• Assist applicants in completing required forms and documentation. 
• Maintain professional and respectful communication with diverse populations

Eligibility Verification & Compliance

• Review applications for completeness and eligibility. 
• Verify household composition, income, assets, and preference qualifications. 
• Support preparing/drafting resident notices & behavioral violations
• Schedule and coordinate annual, interim, move-in, move-out, and special unit inspections. 
• Notify residents of upcoming inspections and explain inspection requirements. 
• Conduct inspections of residential units and common areas to identify health, safety, maintenance, and compliance concerns. 
• Process Move In: prepare lease packages and perform the lease signing – explaining terms and conditions of the lease. Complete joint Move In inspection with approved tenant.
• Enforce terms of rental agreements: ensure that all provisions of the lease are being followed, implement appropriate lease renewal process.
• Process Move Out: complete “pre-inspections” for units that are on Notice to Vacate. Processes Move Out inspection and prepare accounting paperwork for charges to be applied towards Security Deposit. 
• Ensure inspections are completed in accordance with applicable HUD, LIHTC, Fair Housing, and local housing regulations. 
• Maintain inspection calendars and tracking systems. 
• Prepare inspection reports and document findings accurately and timely.
• Enter and maintain applicant information within housing management software systems (e.g., Yardi, or similar platforms). 
• Generate reports related to waiting list activity, occupancy, and applicant demographics. 
• Maintain electronic and paper files in accordance with record retention requirements.

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 repors 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-$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.