HUD Housing Coordinator/Housing Navigator

Job Title: HUD Housing Coordinator / Housing Navigator
Pgm/Dept: Housing
Reports to: Director of Outpatient Services
Classification: Regular, Full-Time, FLSA Non-Exempt
Location: 150 Grand Ave., Suite 200, Oakland, CA  94612

Position Summary
The HUD Housing Coordinator / Housing Navigator 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.

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.

• 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.

Pay Range: $28-35/hourly DOE