HCV Inspections and Owner Relations Coordinator

The Inspection and Ownership Coordinator is responsible for providing comprehensive administrative and clerical support for the Housing Choice Voucher Program's Housing Quality Standards (HQS) inspection process and landlord ownership activities. The incumbent coordinates inspection scheduling, prepares and processes inspection correspondence, maintains inspection records, processes ownership changes in Yardi, and coordinates with the Finance Department to ensure accurate landlord payment setup. This position serves as the primary administrative liaison between inspectors, landlords, participants, and program staff to ensure timely and efficient program operations.

Essential Responsibilities 

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities and duties.

Inspection Coordination

Ø   Schedule initial, annual, special, quality control, complaint, and re-inspections.

Ø   Coordinate inspection appointments with landlords, tenants, and inspectors.

Ø   Prepare and distribute inspection schedules to inspection staff.

Ø   Maintain the inspection calendar and monitor daily inspection activities.

Ø   Reschedule inspections as necessary and notify all affected parties.

Ø   Track inspection due dates to ensure compliance with HUD requirements.

Ø   Monitor inspections approaching HUD-required deadlines.

Ø   Inspection Administrative Support

Ø   Prepare and mail inspection appointment notices.

Ø   Prepare and mail failed inspection notices, extension letters, abatement notices, and all related correspondence.

Ø   Process inspection results in Yardi.

Ø   Monitor failed inspections and follow-up deadlines.

Ø   Maintain complete inspection files and electronic records.

Ø   Ensure inspection documentation is complete, accurate, and properly filed.

Ø   Generate inspection reports and management reports as requested.

Ø   Maintain inspection logs and tracking reports.

Ownership Change Processing

Ø    Receive and review ownership change requests submitted by landlords.

Ø    Review ownership documentation for completeness and compliance.

Ø    Verify deeds, settlement statements, W-9 forms, Tax Identification Numbers, direct deposit forms, management agreements, and other required documentation.

Ø    Enter ownership changes into Yardi.

Ø    Update landlord records to ensure payment accuracy.

Ø    Coordinate with landlords to obtain missing or corrected documentation.

Ø    Submit completed ownership changes to the Finance Department for landlord payment setup and processing.

Ø    Maintain ownership files and support documentation.

Ø    Track pending ownership changes until fully processed.

Ø    Landlord and Participant Services

Ø    Respond to inquiries regarding inspections, ownership changes, and related administrative matters.

Ø    Provide excellent customer service to landlords, participants, inspectors, and vendors.

Ø    Assist landlords with required documentation and program forms.

Ø    Communicate inspection schedules, inspection results, and program requirements.

Ø    Coordinate with staff to resolve administrative issues affecting inspections or landlord payments.

Ø   Records Management

Ø   Maintain organized electronic and paper files.

Ø   Ensure confidentiality of participant and landlord records.

Ø   Prepare reports and statistical information related to inspections and ownership processing.

Ø   Assist with HUD monitoring reviews, audits, SEMAP reviews, and file reviews by providing requested documentation.

Ø   Maintain document retention in accordance with Authority policies.

Ø   General Administrative Duties

Ø   Prepare correspondence, memoranda, reports, forms, and notices.

Ø   Assist the Deputy Director with special projects and assignments.

Ø   Maintain office filing systems and administrative records.

Ø   Participate in staff meetings, training sessions, and program initiatives.

Ø   Perform other related duties as assigned.

Requirements and Qualifications

Education/Experience

Ø   High school diploma or GED required.

Ø   Associate degree in Business Administration, Public Administration, Office Administration, or a related field preferred.

Ø   Relevant work experience may be substituted for college education.

Ø   Minimum of three (3) years of progressively responsible administrative or clerical experience.

Ø   Experience in affordable housing, public housing, Housing Choice Voucher programs, or property management preferred.

Ø   Experience using Yardi software 

Physical Requirements

Ø   Ability to sit for extended periods.

Ø   Ability to operate standard office equipment.

Ø   Ability to lift and carry up to 20 pounds occasionally.

Ø   Ability to communicate effectively in person, by telephone, and electronically.Working Conditions

Ø Work is performed primarily in an office environment with frequent interaction with participants, landlords, inspectors, vendors, and Authority staff. Occasional attendance at meetings, training sessions, and off-site activities may be required.

Performance Expectations

Ø  Timeliness and accuracy of inspection scheduling.

Ø  Timely preparation and processing of inspection correspondence.

Ø  Accuracy of ownership changes entered into Yardi.

Ø  Timely submission of ownership changes to the Finance Department.

Ø  Accuracy and completeness of inspection and ownership records.

Ø  Excellent customer service to landlords, participants, and staff.

Ø  Compliance with HUD regulations, Authority policies, and program procedures.

Ø  Professionalism, reliability, teamwork, and initiative.

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JCHA is an Equal Employment Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Consistent with the Americans with Disabilities Act (ADA) and New Jersey civil rights law, it is the policy of Jersey City Housing Authority (JCHA) to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship.

Compensation: Public Sector benefits, including enrollment in the NJ State Health Benefits Program and Pension System; paid holidays, paid vacation/personal leave, and sick leave.

NEW JERSEY RESIDENCY MUST BE MET WITHIN ONE YEAR FROM EMPLOYMENT DATE