Inspections Coordinator

Brief Summary Of The Position

• Responsible for and oversees the scheduling of all inspections within the agency. Perform Housing Quality Standards inspections (HQS) at properties, as needed.
• Under general supervision, performs a variety of difficult, responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with department work processes; interacts with AHA personnel and the public on technical matters; and performs related duties as assigned.
  
  

ESSENTIAL FUNCTIONS REPRESENTATIVE TASKS (including But Not Limited To)

The following represent the tasks performed by this position. This is not an all-inclusive list and other assignments may be added as needed.

• Coordinates inspection activities with the appropriate Housing Technicians, Site Managers, Property Management Coordinators, third party inspectors, property owners and tenants.
• Plans and schedules inspection visits; performs necessary paperwork tasks to document inspection results and enters required data into the Yardi system.
• Provides support services for the inspection processing implementation.
• Maintains appointment schedules and calendars.
• Monitors performance of 3-party inspectors to ensure inspections are in compliance with applicable Housing Quality Standard requirements.
• Analyze and assist with the completion of deadlines to ensure they are within the timeframes.
• Process, complete, submit reports, etc. each day, as needed.
• Utilize and properly use Excel functions such as SUM IF, IF, VLOOKUP, LEN, LEFT, RIGHT, MID, DATE, TEXT functions
• Utilize filters and simple conditional formats (usually to highlight error checks)
• Import and export Excel spreadsheet data to YARDI.
• Generate inspection dates and correspondence using AHA and HUD guidelines.
• Manipulate data from numerous sources to create accurate desired inspection dates in YARDI.
• Identify appropriate corrective action(s) and responsibility for inspection deficiencies repairs, if applicable. Schedule and coordinate re-inspections as needed.
• Create and maintain required reports and statistics on a monthly and annual basis as required.
• Create timely and accurate reports for upload to Yardi system on monthly and quarterly basis.
• Establish and maintain effective working relationships with program participants and property owners, by explaining and enforcing program guidelines and regulations.
• Prepare and distribute “pass/fail” letters for property owners and tenants.
• Clearly communicate with clients and property owners HUD’s requirements, including deadlines and appeal processes, related to failed inspection reports.
• Ensure all inspections are performed in a timely manner and in accordance with HUD’s requirements; including the standards under the Section 8 Management Assessment Program (SEMAP).
• Coordinate with Inspectors and staff to ensure timely inspections for move-ins; annual Housing responsive manner and ensure effective resolutions.
• Meet client needs, coordinate with co-workers, attend face-to-face meetings, and handle day-to-day operations during agency business hours.
  
  

MARGINAL Functions Representative Tasks

• Conduct physical inspections of properties as needed to ensure AHA housing units,subsidized by HUD, are maintained and in compliance with established HUD and other applicable standards.
• Perform such other tasks as assigned that although not listed here, are necessary to the successful in this role.
  
  

PHYSICAL WORK ENVIRONMENT

• Driving for AHA business is a requirement of this position.
• The working environment will vary depending on the particular property when assisting Residents and Landlords.
• While conducting inspections or making minor “hands-on” repairs, minor exposure to weather conditions, paint and cleaning chemicals may occur.
• The use of personal protective equipment (i.e. safety googles, gloves, or dust mask) may be required when inspecting apartment complexes.
  
  

Working Environment

• Work schedule is Monday-Thursday 7:00 a.m. to 5:00 p.m.
• Subject to overtime and working weekend/holidays as needed.
• Busy office environment, subject to frequent interruptions.
  
  

Physical Abilities

Manual dexterity of hands and fingers to enter data into computer and to operate office equipment; speaking to exchange information; sitting or standing for extended periods of time; pushing, pulling or lift and carry objects up to 30 lbs.; bending and reaching to store and/or retrieve files.