Housing Services Coordinator
1 day ago
Burbank
Job DescriptionDescription: The Housing Services Coordinator provides essential administrative and operational support to HOM's Landlord Engagement and Support team, comprised of Housing Inspectors, Landlord Support Specialists and Landlord Engagement Specialists and their respective Supervisors. The Housing Services Coordinator serves as the central point of contact for scheduling, data management, communications, and compliance documentation — enabling the Landlord Relations team to focus on inspections, unit acquisitions and property accounts quality. This is a non-exempt, office-based role that plays a critical part in the efficiency and effectiveness of HOM's housing quality programs. Primary Job Responsibilities Scheduling and Coordination • Coordinate and schedule inspection, leasing, viewing and introductory appointments on behalf of the Landlord Relations team., • Serve as the primary point of contact for Property Management or Owners (POMs), Housing Specialists, tenants, and partner agencies for all inspection scheduling inquiries., • Manage and maintain the team's shared calendar, proactively resolving scheduling conflicts and ensuring timely completion of inspection and leasing cycles., • Coordinate logistics for re-inspections of failed units, tracking timelines and ensuring follow-up appointments are scheduled promptly., • Communicate schedules and appointment confirmations to POMs, tenants, Housing Specialists, and partner agencies via phone, email, and written correspondence., • Maintain accurate and up-to-date records within Padmission Journey and Padmission Connect, including inspection data entry, photo uploads, document attachment, and results tracking., • Generate routine and ad hoc inspection activity reports, compliance summaries, and correspondence on behalf of the various supported teams., • Monitor inspection and leasing cycle deadlines and alert inspectors and landlord engagement specialist and the supervisors to at-risk or overdue actions., • Maintain organized electronic and physical files for all correspondence and program documentation., • Compile data and prepare reports for informal hearings, rent abatement cases, and program audits as directed., • Respond to inbound inquiries from POMs, tenants, partner agencies, and internal staff regarding inspection status, scheduling, documentation requirements., • Draft and distribute correspondence, notices, and outcome letters to POMs, tenants, and partner agencies in accordance with program policies., • Coordinate distribution of inspection results, completed RFTA, signed leases, and follow-up requirements to appropriate parties based on program documentation protocols., • Assist in preparing materials for housing-stability meetings, team briefings, and partner agency coordination., • Support inspector and landlord engagement outreach activities by preparing educational materials and resources for POMs and tenant communications., • Provide general administrative support to the Landlord Relations team, including document preparation, filing, correspondence, and supply management., • Assist with the implementation of federal, state, and local housing program regulations, policies, and procedures as they relate to housing operations., • Track team vehicle usage logs and coordinate routine maintenance scheduling., • Prepare and organize materials for hearings, appeals, and compliance reviews as directed., • Support onboarding of new team members by preparing orientation materials and coordinating access to systems and tools., • Assist with special projects, program implementation tasks, and other duties as assigned by the Director of Housing Relations.Requirements:, • Proficiency in Office 365 Suite, including SharePoint, OneDrive, Teams, Planner, Outlook, Word, and Excel., • Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, and projects simultaneously., • Excellent written and verbal communication skills, with professional phone and email etiquette., • Strong attention to detail and accuracy in data entry, documentation, and correspondence., • Customer-service orientation with the ability to work collaboratively and professionally with diverse stakeholders., • Ability to problem-solve independently and escalate issues appropriately in a fast-paced, team-based environment., • Strong sense of accountability and ownership over assigned responsibilities. Other Requirements • Must pass a background check with no findings that impact the ability to fulfill compliance and role responsibilities., • This role will have access to sensitive data, including Personally Identifiable Information (PII) and Protected Health Information (PHI), and must adhere to HOM Security and Privacy Policies., • Team Member may use or disclose PII or PHI in the course of their coordination duties. All use and disclosure is subject to procedures outlined in Section 1.10 of the HOM Privacy Policies., • Must demonstrate HOM's core competencies: Emotional Intelligence, Expertise, Ethics, and Excellence., • Willingness to perform other duties as needed or assigned. Education and Experience • Associate or bachelor's degree in a related field preferred., • At least 2-4 years of administrative, coordination, or office support experience; experience in housing, real estate, social services, or a related field strongly preferred., • Experience with database systems, case management software, or housing management platforms preferred (e.g., Padmission Journey, Yardi, or similar)., • Familiarity with housing assistance programs (Section 8, HCV, PSH, HUD CoC, RRH) a plus., • Bilingual or multilingual skills desired