Administrative Assistant II – Tax Credit

Job Title: Administrative Assistant II – Tax Credit & HUD Property

Location: Council Towers South, 533 Collins Avenue, Miami, FL 33139

Salary: $24.65/hour

Benefits: Medical, Dental, Vision, Pension

Job Summary:

The Administrative Assistant for EHDOC provides critical administrative support in managing affordable housing properties governed by both Low-Income Housing Tax Credit (LIHTC) and HUD programs. This role involves maintaining tenant records, assisting with compliance with both tax credit and HUD regulations, managing office functions, and offering customer service to tenants and prospective residents.

Key Responsibilities:

• Tenant and Customer Service:
• Greet tenants, prospective tenants, and visitors with professionalism and courtesy.
• Answer phone calls, respond to emails, and address inquiries from tenants and prospective residents about property policies, HUD or tax credit eligibility, and leasing procedures.
• Assist tenants in completing forms, including applications, recertification documents, and other required paperwork for both tax credit and HUD programs.

• Provide information to prospective tenants regarding the application process, eligibility requirements, and available units.

• Lease and Document Management:

• Assist in preparing, reviewing, and managing lease agreements, renewals, and other property-related documentation for tax credit and HUD tenants.
• Ensure tenant files are maintained accurately and consistently for both HUD and tax credit compliance, including income verifications, family composition forms, and eligibility documentation.
• Coordinate tenant move-in and move-out procedures and update records accordingly.

• Assist with organizing and tracking tenant lease expirations, provide rent payments receipts, and other required documentation.

• Compliance with Tax Credit and HUD Regulations:

• Support property management in maintaining compliance with both Low-Income Housing Tax Credit (LIHTC) and HUD regulations, including income certifications, eligibility verifications, and annual recertifications.
• Help manage tenant documentation to ensure timely submission of HUD forms (e.g., Form and tax credit documentation as required.
• Assist with the preparation of documents and reports for HUD inspections, audits, and tax credit compliance checks.
• Track tenant income certifications and annual recertifications, ensuring accuracy and adherence to both HUD and tax credit program requirements.

• Support the property manager team in preparing for Tax credit and HUD property audits and inspections.

• Office Operations:

• Handle general office duties such as filing, data entry, photocopying, scanning, and organizing tenant documentation.
• Process rent payments, maintain tenant account records, and track any changes in rent payments or subsidies.
• Coordinate maintenance requests, work orders, and ensure timely completion of maintenance tasks in coordination with the maintenance team.
• Order office supplies and ensure the office environment is organized, neat, and professional.

• Help maintain accurate records for the property's occupancy, vacancy status, and lease terms.

• Communication and Coordination:

• Communicate important notices, policy updates, or reminders to tenants in a clear, timely manner.
• Assist with scheduling tenant meetings, property tours, and other events or activities as needed.

• Maintain open communication with your property manager to ensure all tenant issues, requests, and concerns are addressed promptly.

• Additional Responsibilities:

• Assist in preparing reports related to property performance, tenant occupancy, compliance with HUD and tax credit guidelines, and other relevant metrics.
• Perform other tasks as assigned by property management, including assisting in lease-ups, managing waiting lists, and other administrative functions.

Requirements:

• High school diploma or equivalent (Associate or Bachelor's degree in business, public administration, or a related field is a plus).
• Prior experience in office administration or property management, preferably in a tax credit or HUD environment.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
• Excellent communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive tenant information.
• Strong customer service skills and the ability to work well with diverse populations.
• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Qualifications:

• Certified Occupancy Specialist Certification (COS) or Housing Choice Voucher Program HCCP (either one is a plus)
• Knowledge of Low-Income Housing Tax Credit (LIHTC) regulations, and HUD housing programs is highly preferred.
• Ability to maintain confidentiality and handle sensitive tenant information.
• Bilingual skills (English/Spanish) are a plus.

Physical Requirements:

• Ability to sit, stand, and move around the building for extended periods.
• Some light lifting (e.g., office supplies, files) may be required.

Work Environment:

• Office setting within a property management team managing both tax credit and HUD properties.
• Interaction with tenants, prospective tenants, property management staff, and regulatory agencies.
• Regular contact with the general public and prospective residents.