Tenant Services Coordinator

POSITION ANNOUNCEMENT

TITLE:                                 Tenant Services Coordinator   (Brewster/Pateros)                                           Position opened until filled

 DATE POSTED: December 22, 2025

LOCATION/SITES:       Serves as a Tenant Services Coordinator for the following multifamily properties:

                                                Peachtree Apartments, Brewster, WA (24 units)

                                                Vista Park Apartments, Brewster, WA (25 units)

                                                Pateros Gardens Apartments, Pateros, WA (16 units)                

The worksite is in Brewster and Pateros, WA. Periodic travel to the HAOC’s main office in Omak will also be necessary.

RESPONSIBLE TO:       Executive Director and Property Operations Manager

SUPERVISES:                  Maintenance/grounds staff

WORK SCHEDULE:     This position is a full-time non-exempt position. Working 40 hours a week, Monday to Friday. Work hours at each property may vary based on site-specific needs.

WAGES AND BENEFITS: The salary range is $23.00 - $25.00 per hour. The annual salary range is $47,840-$52,000. Wage will be based on knowledge, skills, and experience. Employees are eligible for the agency’s benefits package, which includes Medical, Dental, and Vision insurance (employer covers 80% of the premium), WA State Pension, twelve paid holidays a year, and the starting accrual of 8 hours of paid vacation and 8 hours of paid sick leave per month.

APPLICATION REQUIREMENTS AND PROCESS

Submit both a one-page cover letter and a resume. The cover letter needs to address how your experience, education, and/or training qualify you to perform the essential functions listed in the job announcement. Your resume should detail all education and experience that qualify you for this position.

SUBMIT: Email cover letter and resume as attachments to nancy@okanoganhousing.org with a SUBJECT Line of "Tenant Services Coordinator– Your Last Name, Your First Name.” Questions may be addressed to: Nancy Nash-Mendez, nancy@okanoganhousing.org

OUR AGENCY:

The Housing Authority of Okanogan County (HAOC) is a public body created by the Okanogan County Board of Commissioners in 1993, according to State statute (RCW 35.82). Its mission is to provide safe, decent, affordable housing and economic opportunity free from discrimination. We own and manage over 200 units throughout Okanogan County. Our agency also manages the HUD Housing Choice Voucher program, which includes over 400 vouchers.

FUNCTION OF THE POSITION: To better serve the tenants in the properties, bilingual (English/Spanish) preferred.

The Tenant Services Coordinator provides leadership, innovation, and vision in the management of Peachtree, Vista Park, and Pateros Gardens Apartments while supervising the maintenance and groundskeeper staff. The employee is responsible for ensuring that residents have decent, safe, and sanitary housing. The position also enforces housing policies, funders' regulations, and requirements of the lease.

The position requires on-call duty 7 days a week, 24 hours a day, for emergency purposes. The Tenant Services Coordinator will be provided with a company phone. For security purposes, the agency requires all company phones to have location software.

The Tenant Services Coordinator has direct responsibility for the administration and performance of all aspects of property management, including but not limited to occupancy, collections, maintenance (including routine, preventive, and emergency), resident relations, and general administration. 

The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

 DUTIES AND RESPONSIBILITIES

Performance Area #1:              Site Management Activities

Responsible for on-site management activities and working in conjunction with maintenance staff to keep the community decent, safe, and sanitary.

• Accept applications from prospects. Maintain the property waitlist accurately and promptly, and send appropriate notices.
• Work with prospective tenants to show vacant units once they come to the top of the waitlist for housing, and once the unit is accepted, complete lease-up activities with the new tenant.
• Complete intake activities for new applicants and send to Central Office for compliance review and approval to expeditiously lease up vacant units once turned and available to lease or recertify.
• Work with tenants daily to assist tenants in maintaining compliance with the terms of the lease agreement; address lease violations after consultation with a supervisor; issue appropriate notices.
• Promptly alert the HAOC Property Operations Manager if there are incidents where there are public safety concerns on the property, including police presence.
• Perform regular, periodic walk-around inspections of the entire property, including laundry rooms and common areas within the Tenant Services building. Ongoing on-site monitoring activities as assigned.
• On an ongoing basis, interacts with tenants to create an open dialogue with them.
• Provides community referrals to tenants as needed.
• Serves as a liaison between the residents and community service organizations.

Performance Area #2:              Day-to-Day Office Management Activities

Responsible for all aspects of the program in accordance with HAOC Policies and Procedures, USDA RD, Tax Credit, and all other applicable Federal, State, and local policies and regulations.

• Calculate participant rent for initial income exam, interim, annual, and special re-examinations with courtesy, accuracy, and efficiency.
• Responsible for maintaining accurate client computer-based and physical case files and records.
• Reviews case files for program compliance to assure all documentation, information, and signatures are current, complete, and accurate as required by the HAOC, USDA RD policies and regulations, and all other applicable Federal, State, and local laws.
• Organizes and maintains participant files in the program-approved file format.
• May prepare and execute rent and Housing Assistance Payment adjustments, repayment agreements, compliance, and termination notices for clients.
• Briefs applicants to explain program requirements regarding HAOC, USDA RD, local, and State & Federal policies for admissions and continued assistance.
• Timely notification of participants via mail and/or email of any changes that impact their housing.
• Responsible for maintaining a tracking spreadsheet for program utilization and identification.
• Prepare rent deposits and log in the rent tracker spreadsheet.

Performance Area #3:  Essential Administrative Tasks

• Attend All Staff meetings each month;
• Remain current and informed of legislative and regulatory changes, the Landlord/Tenant Act, and implement new procedures as required.
• Attend required training and may provide training to other staff and/or participants to ensure compliance with HAOC, USDA RD, Federal, State, and local policies, and guidelines.
• Maintain participant, applicant, staff, and agency confidentiality.
• Must be a team player and have the ability to work cohesively with all members of the HAOC Team.
• Other duties: The successful individual will perform other duties assigned by the Housing Authority’s Executive Director.

Working Conditions:

Physical:  Majority of the duties are performed in an office environment while sitting at a desk, standing performing clerical/administrative functions, or walking the grounds and up and down flights of stairs.  Use of computer system and office equipment is mandatory. Periodic monitoring throughout the community is a required function of this position.

Mental:  The ability to work accurately and promptly in performing multiple clerical and administrative functions with frequent interruptions and minimal supervision.  Employee must be capable of working closely and cooperatively with the immediate supervisor, HAOC’s Management Team, and co-workers.  The position also requires open, active, and positive communication with the HAOC Team, the general public, landlords, and public officials.

Mandatory Requirements:

• Education & Experience:   1 to 2 years of experience in client services, case management, or any related social services field.  High school Diploma/GED accepted with proper past work experience in the fields stated above.
• Knowledge of professional office practices and procedures.
• Ability to operate computer and computer software programs (MS Word and Excel) along with other general office equipment; aptitude to quickly learn YARDI or other housing management software systems.

Ability to:

• Become quickly knowledgeable about Fair Housing and Washington State Landlord/Tenant Laws;
• Become knowledgeable of USDA RD subsidized housing programs;
• Become knowledgeable of administrative procedures, policies, and program regulations as they pertain to USDA RD;
• Work effectively and accurately with frequent interruptions and meet short-term deadlines under pressure;
• Communicate effectively orally and in writing in English and Spanish, preferred;
• Organize and establish priorities for work with courtesy, compassion, and in a tactful manner;
• Speak effectively to applicants, participants, landlords, the general public, and public officials.

Licenses, Certificates, and Other Requirements

• Must possess and maintain a State Driver’s License and evidence of a good driving record for pre- and continued employment.  If a driver’s license is not through Washington state, the applicant must possess a valid Washington State Driver’s License within 30 days of employment.;  
• Successfully complete employer-paid USDA RD Occupancy Certification training course and pass the certification test within nine months of hire date;
• Successfully complete the Fair Housing and other assigned training modules within 90 days of employment;
• Ability to become certified on CPR and basic First Aid techniques when scheduled by HAOC.

Note:  Due to the nature of the on-site duties of this position, this position is not eligible for remote teleworking from an employee’s home.                                                                     

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TERMS OF EMPLOYMENT:

1. Employment with the Housing Authority is “At-Will,” which means an employee can be terminated at any time with or without cause
2. The Tenant Services Coordinator is required to schedule departure and return dates for absences of overnight, a weekend, or longer with the Housing Authority and receive approval for such absences.
3. The Tenant Services Coordinator will post a minimum of 40 hours per week of “office hours” and notify the Housing Authority of these hours.
4. It is the Tenant Services Coordinator’s responsibility to notify and seek guidance from the Housing Authority if, at any time, he/she is uncertain of his/her responsibilities or is unable to fulfill these.

PERSONAL CONTACTS

The employee's personal contacts are mostly with residents, coworkers, local officials (police, judges), outside service agencies, utility companies, contractors, and advertising contacts. The purposes of these contacts include obtaining or providing information, planning, and coordinating, advising, motivating, influencing, or directing subordinates or others, as well as justifying, defending, negotiating, or resolving matters and issues related to public housing. Regularly, contact requires negotiation and/or handling of controversial matters, and may include dealing with skeptical, uncooperative, unreceptive, and hostile individuals.

PHYSICAL REQUIREMENTS

1. Work is performed indoors and outdoors and involves physical exertion, which entails walking long distances, climbing stairs, carrying, and reaching. May also frequently stand for long periods at a
2. Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g., moving or carrying objects or materials).
3. Must have vision and hearing corrected as needed to be able to perform essential job
4. Must be able to work around various fumes, odors, and
5. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related
6. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

OTHER REQUIREMENTS

1. Must possess a State of Washington driver’s license, a current liability auto insurance, and maintain a good driving
2. May be required to work an unusual work
3. Must be available for occasional overnight travel for
4. Must pass employment drug screening and criminal background
5. Must work with the highest degree of

The Housing Authority of Okanogan County is an Equal Opportunity Employer. This job description is subject to change and in no manner implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines; other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Housing Authority of Okanogan County is on an “at-will” basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.