Central Compliance Coordinator

Central Compliance Coordinator- Central Compliance (December 2017)

Overview: Beacon Residential Management (BRM) employs a Centralized Compliance department (CC) to work with Low Income Housing Tax Credit (LIHTC) properties with 100 or less LIHTC apartments and/or properties that have part-time managers. CC provides front-line services to the property to alleviate the burden of file processing, tracking of compliance controls, and reporting. “Front-line” work comprises processes that would normally be conducted by site staff, including but not limited to sending and receiving verification forms, computing income, completing certification paperwork, Yardi data-entry, report maintenance, and electronic file preservation.

Beacon’s CC Department also offers front-line and monitoring services to external clients. As of 2017, there are seven external clients contracted with CC. Currently, CC operates out of a processing center in Haverhill, Massachusetts.

General Statement of Duties: Responsibilities include implementation and ongoing preservation of corporate standards for quality assurance, internal controls, reporting, and audit preparation with particular emphasis on CC- monitored properties. Protects Owner’s interests by ensuring compliance with federal and state programs, including but not limited to Low Income Housing Tax Credit (LIHTC), Section 8, Public Housing, HUD etc. for CC properties and throughout company portfolio, and as assigned.

Supervision Received: Reports to Director of Compliance.

Supervision Exercised: No supervisory duties required.

Essential Functions of the Position: Note: responsibilities are relevant to CC and properties assigned to work with CC.

(Any one position may not include all of the duties listed, nor do the listed examples include all duties that may be found in positions of this class.)

• Assists in the development, implementation and maintenance of Central Compliance processes, procedures and documentation, including oversight of all internal contracts (Beacon properties).
• Receiving, tracking, reviewing, approval submitted files from internal properties and external properties as assigned.
• In accordance with CC processing guidelines, processes income certifications/recertifications for multiple affordable housing programs and updates Yardi database.
• Employs/maintains diligent tracking system to receive, process, track, and return all certification paperwork to various properties in keeping with time sensitive occupancy requirements.
• Maintains regular reports to ensure ongoing compliance with property needs and program requirements.
• Conducts internal audits and file reviews, including all move-in and annual recertification file review/approval for internal (Beacon-owned/managed) and external (contract) properties, may include properties not working with CC.
• Oversee the administration of ShareFile – the system used to store and transfer files between properties and CC.
• Conducts monthly meetings with assigned properties to review past, current and future certifications to keep move-in and annual certifications “on track.”
• Participation in COS Committee and committee-related projects
• Assignments as “Mentor” for employees new to Beacon and/or new to COS duties
• Plans and prepares training material for onboarding of new COS/Property staff working with Central Compliance
• Assists with oversight of external consulting contracts
• Monitor regulatory agreements to ensure compliance
• Develops and oversees internal reporting controls, including monthly compliance matrices, tracking occupancy rules to ensure ongoing program compliance.
• Attends meetings with other departments to plan and prepare for newly acquired properties or those properties converting to tax credit. Coordinate the set up and gathers the proper documentation needed to assist and guide the property staff during the takeover and/or conversion process.
• Assist with strategic planning and implementation of compliance measures at newly acquired properties, including lease-up activity at new properties
• Assists with updating annual income and rent limit charts, and tracks utility allowance documentation and implementation
• Assists with communication of updates and program changes to field personnel
• Assists with standardizing and maintaining monthly reporting requirements to external entities
• Prepares annual compliance reports as required by state agencies
• Assists with audit coordination, oversight and response
• Fosters a positive, active and collaborative relationship with residents, communities and associated agencies.
• Enforces and adheres to company policies, rules and regulations
• Attends compliance-related continuing education seminars
• Special projects, as assigned

Minimum Qualifications

Education: Bachelor’s Degree or equivalent knowledge or expertise.

Experience: Five year of related work experience. Certified Occupancy Specialist (COS) designation required. Minimum two years of Tax Credit experience. C3P designation. Public Housing experience and COS-P. Requires professional knowledge of government subsidy regulations and COS expertise gained through experience and education.

Qualifications and Skills: Strong interpersonal skills. Analytical and conceptual skills with proven problem solving skills. Knowledge of Microsoft Word, Excel, Yardi. Excellent verbal and written communication skills, self-motivated, flexible, creative and detail oriented. Familiarity with housing agency regulations and related terminology. Ability to handle emergency situations and pressure due to complexity and time-sensitivity. Ability to be an active team member within the Company. Preserves and respects resident and applicant confidentiality. Willingness to travel as needed.Travel requirements: May occasionally visit properties and attend offsite meetings/ training seminars.

Beacon Core Competencies: Teamwork, Integrity/Ethics, Dependability, Customer Focus, Adaptability/Flexibility.