Housing Management Administrator

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Job Description

TheHousingManagementAdministrator supports the Director of Housing Management by ensuring the smooth and effective operation of key housing management functions. This roleis responsible forpreparing andmaintainingdepartmental reports, coordinating core processes, and serving as a liaison between Housing Management, the PHFA Legal team, and other internal and external stakeholders. The position provides essential administrative support and contributes to special projects that advance the goals of the Housing Management Department.

Report Preparation and Maintenance

• Weekly, Bi-Weekly, Monthly, and Annual Reports: Process and maintain a variety of essential reports for the Director of Housing Management. These reports include, but are not limited to:
  • Contact and Address Change Reports: Regularly update contact details for tenants, staff, and properties.
  • Bi-Weekly Reports to the Executive Director: Prepare detailed progress reports for the Executive Director on housing management initiatives and updates.
  • Monthly Housing Management Accomplishments: Compile and maintain reports highlighting key achievements, projects, and activities in housing management.

Conference Support

• Provide assistance to the Housing Services and Project Operations teams in preparation for the Multifamily Affordable Housing Conference held annually. This includes logistics, coordination, and communication with external stakeholders to ensure a successful event.

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Property Contact Information Maintenance

• Maintain up-to-date property contact information by regularly updating property assignments for staff, ensuring that management agent contact details are accurate, and making necessary changes as required.

Section 811 Rent Increase Review

• Collaborate in the preparation and review of Section 811 Rent Increases on an annual basis. Ensure the proper documentation and adherence to applicable regulations for any rent adjustments.

Liaison with Legal and Audit Teams

• Act as a primary point of contact between Housing Management and the PHFA Legal Team during critical transitions such as ownership and General Partner (GP) changes, management agent changes, and other legal matters related to property management and operations.  Coordinate the organization of key documents.
• Serve as the primary liaison for Housing Management staff during internal and external audits. This includes assisting auditors, gathering necessary documentation, and ensuring that all audit requirements are met in a timely manner.

Development Data Reports (DDR) Updates

• Maintain and ensure the timely and accurate completion of all Development Data Reports (DDR) updates. This includes collecting, verifying, and submitting required data on an ongoing basis.

External Partner Assistance

• Provide support to external partners by assisting them with accessing the external-facing web-entry system, including guiding them through annual reporting requirements and ensuring the system is used effectively.

Administrative Support

• Perform various administrative duties to support the Director of Housing Management, including but not limited to:
  • Opening and distributing mail
  • Scheduling and coordinating meetings
  • Sending out mass communications to staff and external stakeholders
  • Managing staff contact information and schedules
  • Compiling meeting agendas and taking detailed notes during meetings
  • Handling additional administrative tasks as needed

• Responsible for entering divisional procurement requests and receipts

Special Projects

• Assist with special projects assigned by the Director of Housing Management. This could involve a variety of tasks related to housing management initiatives, organizational improvements, or strategic goals for the division.

Qualifications

Experience

EEO Statement

As an employer, PHFA is committed to having a workforce that is diverse and reflects the residents that it serves. We strive to maintain a workplace where all employees and applicants for employment receive equal opportunities in all aspects of employment. There are numerous policies in place at PHFA to help us honor this commitment.

The Pennsylvania Housing Finance Agency is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, disability, family status, gender, national origin, political affiliation, race or religion.

Diversity Statement

PHFA values, honors and commits to the equitable treatment and elimination of discrimination in all forms. We are committed to the diversity of all staff, and in all programs and services offered.