HUD Housing Coordinator

Job Title:             HUD Housing Coordinator

Reports to:           Director of Outpatient Services

Classification:     Regular, Full-Time, FLSA Non-Exempt

Pay Range:         $25 - $30 Hourly DOE

Worksite:            Oakland, CA 94612

Office Hours:    Mondays-Fridays 8:30 am-5:00 pm

About Us:  Bonita House, Inc. (BHI) is a nonprofit mental health agency with multiple sites in Alameda County and an operating budget of $14.5 million. Founded in 1971, BHI provides social rehabilitation including a full range of Medi-Cal services to adults with co-occurring serious mental health and substance use disorders.

Our Mission: To empower people living with mental health and co-occurring substance use challenges to achieve recovery, self-sufficiency, and deeply connected, meaningful lives within their communities.

Our Values: Compassion: Committed to caring, dignity and kindness.  Respect: Honor each individual and provide highly ethical services.  Progress: Leading the way in creating opportunities to change for the better.  Resilience: Channeling hope, building strengths to successfully recover, adapt and grow.  Embracing Differences: Honor and celebrate our diverse communities and individual uniqueness.

Position Summary

The HUD Housing Coordinator is responsible for coordinating the day-to-day administration of affordable and supportive housing activities while maintaining compliance with applicable U.S. Department of Housing and Urban Development (HUD) requirements, subsidy rules, fair housing obligations, organizational policies, and funding-source restrictions. The position manages the resident housing cycle from referral and eligibility review through move-in, occupancy, annual and interim recertification, transfer, and move-out. The Coordinator serves as a primary point of contact for applicants, residents, property management partners, service teams, landlords, vendors, and oversight agencies and maintains complete, accurate, audit-ready files.

Essential Duties and Responsibilities

- HUD compliance and eligibility: Apply applicable HUD program rules, occupancy standards, income limits, rent calculations, verification requirements, subsidy restrictions, and required notices. Monitor regulatory updates and implement approved procedural changes.

- Applicant intake and housing navigation: Receive referrals, conduct intake, explain program requirements, obtain releases and supporting documentation, assess basic eligibility, identify barriers to housing, and coordinate next steps with applicants and referring teams.

- Waiting-list administration: Maintain accurate waiting lists and applicant logs; document contacts, preferences, status changes, offers, withdrawals, denials, and reasonable-accommodation requests; and follow required selection-plan and record-retention procedures.

- Move-in coordination: Assemble and review complete move-in files; verify identity, household composition, citizenship or eligible status when required, income, assets, deductions, and other eligibility factors; calculate tenant rent and assistance; coordinate unit readiness and inspection; prepare leases and required disclosures; conduct orientations; collect authorized charges; issue keys; and document possession.

- Annual and interim recertifications: Track due dates, send timely notices, interview households, obtain third-party or other permitted verifications, review EIV and related reports when applicable, investigate discrepancies, calculate rent changes, obtain signatures, issue required notices, and complete certifications by deadline.

- Ongoing occupancy administration: Process household changes, income changes, transfers, absences, repayment agreements, accommodation-related housing requests, and other occupancy actions in accordance with applicable requirements and approval processes.

- Move-out coordination: Receive and document notices, explain resident obligations, coordinate inspections and key return, update subsidy and occupancy records, prepare required disposition documentation, notify appropriate parties, and support security-deposit accounting in partnership with authorized finance or property-management staff.

- Rent and subsidy administration: Maintain accurate rent rolls and payment records; receive rent or other authorized payments when assigned; issue receipts; prepare deposits; support voucher or subsidy submissions; reconcile discrepancies; and follow internal controls for handling funds.

- File and data management: Maintain secure electronic and paper files with required forms, verifications, notices, correspondence, inspection records, leases, certifications, and approvals. Enter timely, accurate information into Yardi or other designated systems and produce routine occupancy, compliance, vacancy, and deadline reports.

- Inspections and unit coordination: Schedule and document initial, annual, special, and move-out inspections as applicable; communicate deficiencies; coordinate repair access with residents, maintenance staff, landlords, or vendors; track corrective actions; and retain proof of completion.

- Resident communication: Clearly explain program requirements, rent calculations, documentation requests, deadlines, lease obligations, grievance or appeal options, and available housing resources. Use respectful, trauma-informed, culturally responsive, and accessible communication.

- Compliance reviews and audits: Conduct routine file reviews, correct deficiencies, organize requested documentation, respond to monitoring findings, and assist with HUD, funder, investor, or internal audits and management reviews.

- Fair housing and confidentiality: Apply policies consistently and without discrimination; recognize and route reasonable-accommodation and language-access requests appropriately; safeguard personally identifiable information, financial information, and resident records.

- Eviction-prevention and lease enforcement support: Track lease concerns, coordinate problem-solving conferences and service connections, document interventions, and support authorized notices or legal referrals while staying within the scope of the position.

- Partnership coordination: Communicate regularly with property owners, housing authorities, service providers, case managers, finance staff, maintenance teams, and community partners to resolve barriers and maintain housing stability.

- General operations: Respond to resident and property concerns, manage competing priorities, meet regulatory deadlines, participate in meetings and trainings, provide coverage for housing operations, and complete other related duties as assigned.

Minimum Qualifications

- At least three years of progressively responsible experience in HUD-assisted, affordable, supportive, or subsidized housing, including hands-on responsibility for eligibility, move-ins, annual and interim recertifications, rent calculations, and move-outs.

- Demonstrated working knowledge of HUD occupancy and compliance requirements, including documentation standards, income and asset verification, EIV use where applicable, tenant rent calculations, required notices, file security, and audit readiness.

- Experience managing multiple resident or property files and regulatory deadlines with a high degree of accuracy.

- High school diploma or equivalent required. Associate or bachelor’s degree in social services, public administration, business, property management, or a related field is preferred; relevant additional experience may substitute for education where permitted.

- HUD occupancy, assisted-housing, tax-credit, or affordable-housing certification is strongly preferred. The employee must obtain and maintain any certification required by the program or funder.

- Experience using Yardi or a comparable property-management, housing, or client-information system.

- Proficiency with Microsoft Word, Excel, Outlook, electronic document management, and routine reporting.

- Ability to interpret regulations, administrative plans, leases, policies, notices, and program guidance and to seek clarification when requirements conflict or are unclear.

- Strong written, verbal, customer-service, organizational, and time-management skills.

- Ability to perform accurate calculations, identify inconsistencies, document decisions, protect confidential information, and meet recurring deadlines with limited supervision.

- Experience working respectfully with people who may be experiencing homelessness, housing instability, behavioral health challenges, disabilities, or other barriers to housing is preferred.

- Must have California Driver’s License and a driving record acceptable by the Agency’s insurance company.

Core Competencies

- Compliance-minded judgment and consistent application of program rules

- Detailed documentation and file-quality control

- Resident-centered service with clear professional boundaries

- Problem solving, de-escalation, and timely follow-through

- Ability to organize high-volume work and independently manage a recertification calendar

- Collaborative communication across property-management, service, fiscal, and external partner teams

- Adaptability, accountability, discretion, and commitment to equitable housing access

Working Conditions and Physical Requirements

This position regularly works in an office and residential-housing environment and may require travel between housing sites, public agencies, partner locations, and resident units. Duties require frequent computer and telephone use, review of detailed records, communication with residents and partners, and occasional movement of files or supplies. The employee must be able to perform the essential functions of the position with or without reasonable accommodation. Schedule flexibility may occasionally be required to address move-ins, inspections, urgent occupancy matters, or scheduled resident meetings.

Work environment/Physical demands:

The work environment and physical demands described here are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions, in accordance with applicable laws.

Physical Activity:

The position requires periods of sitting, standing, and walking throughout the workday. Employees may be required to move between offices, program spaces, and meeting areas, including navigating stairs.

Lifting & Carrying:

Must be able to lift, carry, or move items up to 15 pounds on an occasional basis.

Manual Dexterity & Communication:

Requires the ability to operate a computer, keyboard, and other office equipment; to talk and hear in person and by telephone; and to read printed and digital materials.

Work Environment:

Work is typically performed in an office or community-based setting with standard lighting, temperature, and noise levels. Some positions may require travel between locations as part of regular duties.

Travel required:

This position requires regular travel to multiple agency and partner locations within the Bay Area. Employees must have reliable transportation and the ability to reach designated sites within reasonable travel times.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

EEO Statement:  Bonita House provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.