Tenant Management Specialist - 228401
Decatur, GA, United StatesYesterday
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Key details
- Location
- Decatur, GA, United States
- Work style
- Onsite
- Level
- Mid level
- Experience
- 2–5 yrs
- Function
- Operations & Strategy
- Focus area
- other
- Posted
- Yesterday
Skills
customer servicehipaaproperty managementrecords managementsafety inspectionszendesk
About the role
JOB SUMMARY
Under the supervision of the Housing Operations Manager, the Tenant Management Specialist is responsible for the day-to-day administration of tenant and housing support activities for properties owned, leased, or supported by Claratel Behavioral Health. The position serves as a primary interface among tenants, landlords’/property owners, property management companies, Housing Support Program staff, and Claratel Behavioral Health to promote housing stability, regulatory compliance, timely occupancy, and adherence to tenant agreements and funding requirements. The Tenant Management Specialist supports adults living in permanent subsidized and supportive housing, including individuals with Georgia Housing Vouchers (GHV) and Housing Choice Vouchers (HCV) throughout DBHDD Region 3. Services are recovery-oriented and designed to promote housing stability, wellness, independence, recovery, and community integration while recognizing the effects of serious and persistent mental illness (SPMI) and lived trauma.
DUTIES AND RESPONSIBILITIES
I. Tenant Screening, Referrals, and Occupancy Management
• Receive, review, and process tenant applications and Housing Support Program referrals.
• Determine housing eligibility based on program criteria, funding requirements, and unit or bed availability.
• Ensure required third-party screening, including criminal background checks when applicable, is completed and received.
• Coordinate with prospective tenants, support systems, clinical staff, and housing partners to facilitate placement and move-in.
• Maintain the bed/occupancy management system and track vacancies by funding source, gender, and other applicable occupancy parameters.
• Promote maximum occupancy of available residential units and beds consistent with funding and program requirements.
II. Leasing, Tenant Agreements, and Housing Stability
• Assist with housing search, leasing, move-in, and one-time move-in needs, including furnishings, deposits, and household goods when authorized.
• Schedule and coordinate new tenant meetings; issue tenant agreements, renewals, and other required tenancy documents.
• Coordinate lease renewals with landlords/property owners and the Contracts team to ensure leases are current and executed timely.
• Add or remove tenants from leases based on admissions, discharges, and transfers.
• Provide education regarding the roles, responsibilities, and rights of tenants and landlords/property owners.
• Provide early intervention when factors threaten housing stability, including late rent, lease violations, and tenant/landlord or property owner conflicts.
• Issue notices of tenant agreement violations and, when appropriate, establish payment plans for past-due rent.
• Coordinate with Compliance regarding dispossessory or other tenancy enforcement procedures.
• Develop or support Housing Stability Support Plans as an adjunct to the individual’s IRP, as applicable.
III. Tenant, Landlord, and Stakeholder Communication
• Serve as a primary point of contact for tenant matters and landlord/property owner concerns within the scope of the position.
• Manage communication with tenants regarding tenancy requirements, lease matters, inspections, recertifications, and housing stability concerns.
• Serve as liaison between Housing Support Program staff and landlords/property owners, including scheduling meetings needed to complete lease or housing packets.
• Serve as the initial point of contact for property management companies and maintain ongoing communication regarding payer standards or requirements.
• In consultation with the Housing Operations Manager, assist in resolving minor tenant complaints and tenancy disputes.
• Greet clients, guests, and stakeholders professionally; answer multi-line telephone calls and respond to requests in a timely manner.
• Maintain communication with referral sources regarding program eligibility and housing vacancies and provide community education regarding available programs.
IV. Inspections, Recertifications, and Voucher/Packet Processing
• Ensure inspection requests are submitted before move-in and that annual inspections are requested and completed timely.
• Assist with annual housing recertification, inspection, voucher conversion, and income verification processes.
• Complete annual income verification documentation and issue updated rent payment agreements, as required.
• Review GHV packets for accuracy and completeness and submit packets for review/approval by the DBHDD Regional Field Office and Central Office.
• Verify admission documentation, insurance, and authorization for services.
• Process Bridge Funding requests and submit related orders in accordance with applicable requirements.
V. Documentation, Reporting, and Administrative Support
• Complete all required tenant, grant, funding, expenditure, receivable, and program documentation accurately and timely.
• Document tenant encounters and housing-related activities in the appropriate tenant or program record.
• Maintain tracking spreadsheets, data reports, bed/occupancy records, and other programmatic reports.
• Track program outcomes, including occupancy rates, housing stability indicators, and funding compliance.
• Trend tenancy violations and collaborate with Clinical, Quality, and Compliance teams to identify and mitigate housing-related risks.
• Order program supplies; submit work orders and purchase orders; and provide general administrative support, including filing, email, telephone calls, and Zendesk tickets.
• Maintain confidentiality and protect client rights through adherence to HIPAA and applicable agency privacy requirements.
VI. Safety, Wellness, and Coordination of Supports
• Conduct or coordinate safety and wellness checks and housing safety inspections consistent with program requirements.
• Assist with linkage to community resources, general entitlements, psychiatric, substance use, medical, crisis prevention, and intervention services in coordination with appropriate staff.
• Collaborate with Clinical, Quality, Compliance, Contracts, and other operational teams to support housing stability and program outcomes.
VII. Other Responsibilities
• Engage in ongoing professional development.
• Assist with special projects and perform additional duties assigned by the Housing Operations Manager, program manager, and/or director.
REQUIRED METRICS
• 90% of leases renewed prior to expiration.
• 80% of housing packets approved upon first submission.
• Maintain a 95% timely filing rate for all Bridge Funding submissions.
• Maintain timely and accurate tenant, occupancy, inspection, recertification, and program documentation in accordance with agency and funding requirements.
MINIMUM QUALIFICATIONS
• High School Diploma or equivalent.
• Minimum of two years of property management, housing, leasing, administrative support, or experience managing/supporting HUD or similar housing grants preferred; at least one year of relevant administrative or leasing office experience required.
• Previous records management experience.
• Professional front-office etiquette and strong customer service skills.
• Strong written, verbal, interpersonal, organizational, and data-entry skills.
• Ability to work independently, exercise sound judgment, manage multiple priorities, and maintain attention to detail.
• Ability to work effectively with individuals from diverse backgrounds.
• Proficiency with computer applications and basic office equipment.
• Ability to type a minimum of 45 words per minute.
PREFERRED QUALIFICATIONS
• Background in business administration, healthcare, housing, property management, social services, or a related field.
• Experience with supportive housing, Georgia Housing Vouchers, Housing Choice Vouchers, DBHDD-funded programs, HUD programs, or grant-funded housing operations.
WORK CONDITIONS
Monday-Friday, 8:00 a.m.-5:00 p.m. Occasional after-hours and weekend work may be required to address tenancy or program needs. The primary office location is Winn Way; local travel throughout DBHDD Region 3 may be required.
Pre-employment drug screening may be required. Selected applicants may be subject to an FBI Criminal History Record Check and applicable employment eligibility requirements. Claratel Behavioral Health is an equal opportunity employer.
Under the supervision of the Housing Operations Manager, the Tenant Management Specialist is responsible for the day-to-day administration of tenant and housing support activities for properties owned, leased, or supported by Claratel Behavioral Health. The position serves as a primary interface among tenants, landlords’/property owners, property management companies, Housing Support Program staff, and Claratel Behavioral Health to promote housing stability, regulatory compliance, timely occupancy, and adherence to tenant agreements and funding requirements. The Tenant Management Specialist supports adults living in permanent subsidized and supportive housing, including individuals with Georgia Housing Vouchers (GHV) and Housing Choice Vouchers (HCV) throughout DBHDD Region 3. Services are recovery-oriented and designed to promote housing stability, wellness, independence, recovery, and community integration while recognizing the effects of serious and persistent mental illness (SPMI) and lived trauma.
DUTIES AND RESPONSIBILITIES
I. Tenant Screening, Referrals, and Occupancy Management
• Receive, review, and process tenant applications and Housing Support Program referrals.
• Determine housing eligibility based on program criteria, funding requirements, and unit or bed availability.
• Ensure required third-party screening, including criminal background checks when applicable, is completed and received.
• Coordinate with prospective tenants, support systems, clinical staff, and housing partners to facilitate placement and move-in.
• Maintain the bed/occupancy management system and track vacancies by funding source, gender, and other applicable occupancy parameters.
• Promote maximum occupancy of available residential units and beds consistent with funding and program requirements.
II. Leasing, Tenant Agreements, and Housing Stability
• Assist with housing search, leasing, move-in, and one-time move-in needs, including furnishings, deposits, and household goods when authorized.
• Schedule and coordinate new tenant meetings; issue tenant agreements, renewals, and other required tenancy documents.
• Coordinate lease renewals with landlords/property owners and the Contracts team to ensure leases are current and executed timely.
• Add or remove tenants from leases based on admissions, discharges, and transfers.
• Provide education regarding the roles, responsibilities, and rights of tenants and landlords/property owners.
• Provide early intervention when factors threaten housing stability, including late rent, lease violations, and tenant/landlord or property owner conflicts.
• Issue notices of tenant agreement violations and, when appropriate, establish payment plans for past-due rent.
• Coordinate with Compliance regarding dispossessory or other tenancy enforcement procedures.
• Develop or support Housing Stability Support Plans as an adjunct to the individual’s IRP, as applicable.
III. Tenant, Landlord, and Stakeholder Communication
• Serve as a primary point of contact for tenant matters and landlord/property owner concerns within the scope of the position.
• Manage communication with tenants regarding tenancy requirements, lease matters, inspections, recertifications, and housing stability concerns.
• Serve as liaison between Housing Support Program staff and landlords/property owners, including scheduling meetings needed to complete lease or housing packets.
• Serve as the initial point of contact for property management companies and maintain ongoing communication regarding payer standards or requirements.
• In consultation with the Housing Operations Manager, assist in resolving minor tenant complaints and tenancy disputes.
• Greet clients, guests, and stakeholders professionally; answer multi-line telephone calls and respond to requests in a timely manner.
• Maintain communication with referral sources regarding program eligibility and housing vacancies and provide community education regarding available programs.
IV. Inspections, Recertifications, and Voucher/Packet Processing
• Ensure inspection requests are submitted before move-in and that annual inspections are requested and completed timely.
• Assist with annual housing recertification, inspection, voucher conversion, and income verification processes.
• Complete annual income verification documentation and issue updated rent payment agreements, as required.
• Review GHV packets for accuracy and completeness and submit packets for review/approval by the DBHDD Regional Field Office and Central Office.
• Verify admission documentation, insurance, and authorization for services.
• Process Bridge Funding requests and submit related orders in accordance with applicable requirements.
V. Documentation, Reporting, and Administrative Support
• Complete all required tenant, grant, funding, expenditure, receivable, and program documentation accurately and timely.
• Document tenant encounters and housing-related activities in the appropriate tenant or program record.
• Maintain tracking spreadsheets, data reports, bed/occupancy records, and other programmatic reports.
• Track program outcomes, including occupancy rates, housing stability indicators, and funding compliance.
• Trend tenancy violations and collaborate with Clinical, Quality, and Compliance teams to identify and mitigate housing-related risks.
• Order program supplies; submit work orders and purchase orders; and provide general administrative support, including filing, email, telephone calls, and Zendesk tickets.
• Maintain confidentiality and protect client rights through adherence to HIPAA and applicable agency privacy requirements.
VI. Safety, Wellness, and Coordination of Supports
• Conduct or coordinate safety and wellness checks and housing safety inspections consistent with program requirements.
• Assist with linkage to community resources, general entitlements, psychiatric, substance use, medical, crisis prevention, and intervention services in coordination with appropriate staff.
• Collaborate with Clinical, Quality, Compliance, Contracts, and other operational teams to support housing stability and program outcomes.
VII. Other Responsibilities
• Engage in ongoing professional development.
• Assist with special projects and perform additional duties assigned by the Housing Operations Manager, program manager, and/or director.
REQUIRED METRICS
• 90% of leases renewed prior to expiration.
• 80% of housing packets approved upon first submission.
• Maintain a 95% timely filing rate for all Bridge Funding submissions.
• Maintain timely and accurate tenant, occupancy, inspection, recertification, and program documentation in accordance with agency and funding requirements.
MINIMUM QUALIFICATIONS
• High School Diploma or equivalent.
• Minimum of two years of property management, housing, leasing, administrative support, or experience managing/supporting HUD or similar housing grants preferred; at least one year of relevant administrative or leasing office experience required.
• Previous records management experience.
• Professional front-office etiquette and strong customer service skills.
• Strong written, verbal, interpersonal, organizational, and data-entry skills.
• Ability to work independently, exercise sound judgment, manage multiple priorities, and maintain attention to detail.
• Ability to work effectively with individuals from diverse backgrounds.
• Proficiency with computer applications and basic office equipment.
• Ability to type a minimum of 45 words per minute.
PREFERRED QUALIFICATIONS
• Background in business administration, healthcare, housing, property management, social services, or a related field.
• Experience with supportive housing, Georgia Housing Vouchers, Housing Choice Vouchers, DBHDD-funded programs, HUD programs, or grant-funded housing operations.
WORK CONDITIONS
Monday-Friday, 8:00 a.m.-5:00 p.m. Occasional after-hours and weekend work may be required to address tenancy or program needs. The primary office location is Winn Way; local travel throughout DBHDD Region 3 may be required.
Pre-employment drug screening may be required. Selected applicants may be subject to an FBI Criminal History Record Check and applicable employment eligibility requirements. Claratel Behavioral Health is an equal opportunity employer.