Inspections Coordinator, HQS

Summary: The Inspections Coordinator is responsible for managing all inspection related scheduling and mailings for new and existing leased units under the Rental Assistance Program in accordance with the U.S. Department of Housing and Urban Development (HUD) and Executive Office of Housing and Livable Communities (formerly DHCD) program guidance.   

Why Work for SMOC? 

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities: 

• Day to day interaction with the Rental Assistance Inspection staff.
• Entering all inspection data into Tenmast/MRI software inspection module and monitoring information as needed; printing and mailing of all required inspection-related letters for participating tenants and owners. 
• Manage the processing of all new unit moves. 
• Maintain files for Lead Paint Letters of Compliance and Property Owner W-9's.  
• Monitor payment suppressions for owners not in compliance with inspection requirements.
• Attend & participate in Rental Assistance and/or Inspection team meetings as requested and communicate effectively with clients and staff in Rental Assistance and other areas. 
• Ensure compliance with program/department, agency and/or funder requirements, as well as SMOC policies & procedures. 
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.  
• Understanding of HUD HQS/EOHLC inspection requirements of new units, existing units and reinspection of those units as required. 

• Assist Inspection Supervisor and/or Department Director in development and implementation of new programmatic practices and forms for streamlining, processing, and uniformity.  
• Consult with and advise senior management in analysis of data, record keeping and reporting requirements to determine the most efficient and effective data management systems that meet the agency’s priorities. 
• Implement, develop, maintain the operation of information and reporting systems and any associated database directories. 
• Engage all landlords and clients by understanding and addressing their needs whether within or outside the scope of work. 
• Administrative and other duties as assigned.

Knowledge and Skill Requirements: 

• Education: College Degree preferred, High school diploma or equivalent required 
• Minimum years of related experience: 1-2 years preferred 
• Knowledge of Excel, Windows, Word and PCs, ability to work well in a very high volume and productivity environment, ability to handle potentially stressful situations and sensitivity to the needs of economically-disadvantaged clientele. 
• Technical experience with inspection or rental assistance software a plus 
• Knowledge of Federal Section 8 programs a plus 
• Strong attention to detail 
• Ability to work independently and within deadlines 
• Valid Mass. driver's license and insurance 

Organizational Relationship:   

• Directly reports to HQS Inspection Supervisor 

• Indirectly reports to Program Director 
• Direct reports of this position are none 
• Indirect reports of this position are none. 

Physical Requirement: Physical effort required to do the job: Mobility to use office machines, sitting, standing, ability to lift archive boxes filled with files.  

Working Conditions: Will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Massachusetts Department of Housing and Community Development and Executive Office of Health and Human Services. A successful background check is required.