Assistant HUD Regional Supervisor

The Assistant HUD Regional Property Supervisor provides operational, compliance, financial and administrative support to the Senior HUD Regional Supervisor (SHRS) or other, assigned Regional Property Supervisors (RPS), as applicable. This position assists with ensuring compliance with HUD, LIHTC and other affordable housing program requirements while supporting property staff, monitoring property operations, reviewing reporting requirements and assisting with financial and legal processes. The Assistant HUD Regional Property Supervisor serves as a resource to on-site staff and act as initial point of contact/liaison for SHRS or RPS in their absence and may respond to emergency situations as necessary. The position requires extensive knowledge of affordable housing regulations, HUD compliance requirements, property management operations, tenant certifications, inspections, reporting requirements, financial processes, and staff support functions.

This position will report to various properties and to the Corporate Office as needed. 

ESSENTIAL JOB FUNCTIONS

• Lead and support property managers and on-site teams through coaching and regular guidance
• Assist in performing regular on-site visits at properties assigned to visit/inspect/audit, etc.
• Assist in on-going review of Work Order system for properties assigned to ensure timely entry of all work orders as well as close out of all work orders for all repairs on the properties assigned including unit, inside and outside by Property Staff.

• Assist with Affordable Housing Program Compliance at Properties:
  • Support with Weekly, Monthly, Quarterly, Semi-Annual and Annual Reporting for each property assigned.
  • Help with ensuring the correct rent and income limits and matrices are generated by 3rd party Consultant/Auditor and once reviewed/approved. are being fully and properly utilized and adhered to by on-site staff.
  • Assist in monitoring on-going affordable housing program compliance and reporting requirements at properties assigned (e.g. HUD (Project-based Section 8 and 202/8), LIHTC/CTCAC, HOME, MIP, City requirements, etc.).
    • Assist with monitoring and ensuring property/staff processes are in compliance, Tenant HUD/CTCAC files/certifications are in proper order, fully completed within required deadlines and audits and corrections are documented as completed per requirements and/or directives, Waiting List/Tenant Selection requirements documented and followed as well as Rejected applicants properly notified per HUD requirements and Special Claims processing is prepared and completed in required timeframes.
    • Assist with ensuring EIV reporting and requirements are fully followed by each property assigned as well as properly addressed, documented, and resolved and reports filed in the EIV Masterfile Notebook and/or Tenant EIV Files, as required.
    • Prepare desk review audits and/or on-site pre-audits or pre-inspections for HUD Management and Occupancy Reviews (MOR) and REAC/NSPIRE inspections, CTCAC File Audits and Physical inspections as well as responding to Agency Audit/Inspection Findings/Reports, as required. Assist with ensuring Annual or Semi- Annual inspections are completed by on-site Staff and followed through with for repairs and proper close outs as well as inspection reports proper filed in Tenant HUD files.
• Support with Property HUD Reporting/Operation/Financial Processes and Legal Processes Oversight:
  • HUD Reporting/Requirements:
    • Assist with HUD/HAP Contract data collection including Rent Comparability Studies, HUD Utility Allowance Tenant Data collection with Property Staff for HRPS to prepare and submit to HUD.
    • Assist with Processing Special Claims reports/vendor requests for items to submit to HUD with property assistance as they come due.
  • Operations Reporting/Financial Processes/Review/Reporting:
    • Support with reviewing and identifying monthly Budget Variances at properties assigned and submitting to CFO/Controller.
    • Assist with preparation of annual operating budgets, including directing property Staff in obtaining appropriate bids and scope of work for submission with budget.
    • Assist with overseeing collection of vacated tenants’ data for submission to FCO Collection by property.
    • Assist with Invoice review/processing/submission: weekly review and approval of properties’ Invoices for submission to AP
    • Collaborate with reviewing and approving Proposals for repairs/scope of work needed as well as property Parts/Supplies Orders over certain thresholds to ensure adherence to inventory and parts/supply for property as well as approved Owner budgets, etc.
    • Assist with Move Out processes: review and approval of properties’ move out processes: (notices, security deposit disbursements, HUD Move Out in software/HUD MO inspection requirements
    • Collaborate and oversee Property Staff with Affirmative Fair Housing Marketing strategies, as needed/directed, for Waiting Lists that may need to be opened and/or applicants needing to be advertised for.
    • Help with Move In processes: review and approval of properties’ move in processes: Certification requirements for all programs to include EIV (ETS) run for all household members, HUD Move in Inspection, Move in Income Reports within 75-90 days from move in, etc.)
  • Legal Items Processes:
    • • Assist with reviewing Manager’s Legal Worksheets and Tenant Aging Detail/Delinquency Reports and proper service of Pay/Perform Notices to Tenants as well as follow up for past due balances/credits by Property Staff each month.
      • Tenant Violations, either requiring RPS-approved modified Ghost Letter and/or required 3/10 Day Notice to Perform Notice to be drafted by Attorney’s Office
      • Reasonable Accommodation Requests received by on site Staff for initial review for proper completion, advisement and possible referral to Attorney’s office for legal notice.

To succeed in this role, you will bring both experience and a strong sense of responsibility. You understand the needs of affordable housing communities and how to manage them well. You are comfortable working with different teams and handling many tasks at once. You also value clear communication and fair decision-making. Your skills help create stable and well-managed communities.

• Must have at least 3 – 5 years of experience in property management in a manager capacity, including management oversight of affordable housing
• Possess strong knowledge of HUD, LIHTC, and Section 8 compliance requirements
• Must have strong leadership skills and can guide and develop property teams
• Must be able to manage time well and can handle multiple properties and projects at once
• Experience in understand budgeting, forecasting, and financial reporting
• Communicate clearly and build trust with residents, teams, and partners
• Must be familiar with property management systems and Microsoft Office tools
• Ability to travel within the region and adjust your schedule when needed
• Ability to complete tasks requiring overhead work.
• Demonstrate ability to learn and adapt to property management software systems.
• Ability to lift, push, pull up to 15 lbs.
• Ability to lift and carry materials weighing up to 15 lbs.
• Ability to push, pull, bend and reach constantly.
• Ability to walk, stand constantly.
• Ability to walk up and down stairs safely frequently.
• Ability to communicate in English clearly in order to be understood by co-workers, residents, vendors and other local agencies.
• Must possess reliable transportation, a valid driver’s license, and state-required automobile insurance coverage.
• May perform other duties as directed.