Housing Assistance Payment (HAP) Coordinator

Job Title: Housing Assistance Payment (HAP) Coordinator

Reports To: Regional Property Manager / VP of Operations

FLSA Status: Non-Exempt

Position Summary:

The HAP Specialist is responsible for coordinating and managing all aspects of the Housing Assistance Payment process within a residential property management portfolio. This role ensures compliance with local, state, and federal housing regulations, maintains strong relationships with housing authorities, and supports on-site teams in delivering quality housing to residents receiving rental assistance.

Essential functions and responsibilities will include but are not limited to:

Housing Authority Coordination

Serve as primary liaison with local, state, and federal housing authorities (including HUD) to ensure accurate and timely communication.

Submit Request for Tenancy Approval (RAFTA) packets to housing authorities for all new move-ins.

Rent and Lease Management

Receive and process rent change notices from housing authorities; update residential management systems and adjust lease records accordingly.

Submit rent increase requests for approval and ensure updated payment contracts are received and applied.

Make necessary ledger corrections based on housing authority adjustments.

Inspection Coordination

Schedule and facilitate all initial Housing Quality Standards (HQS) inspections for new move-ins.

Coordinate pre-inspections for annual HQS inspections; ensure required repairs are identified and completed in advance.

Track inspection results and follow up on required re-inspections as needed.

Compliance & Audit Preparation

Track and maintain timelines for annual physical and file audits conducted by housing authorities.

Assist with audit preparation including organizing documentation, ledgers, and correspondence.

Payment Processing

Receive housing payment details and accurately post payments to resident ledgers.

Ensure timely and accurate reconciliation of HAP payments with expected contract amounts. Qualifications:

2+ years of experience in property management or affordable housing preferred.

Familiarity with HUD programs, Housing Choice Vouchers, and other rental assistance programs.

Strong attention to detail and organizational skills.

Excellent communication and relationship-building abilities.

Experience with residential management software (e.g., Yardi, RealPage, MRI) a plus.

Knowledge of Fair Housing and HQS regulations preferred Working Conditions

This role may require occasional site visits to properties within the portfolio.

May involve collaboration with site staff, regional management, and external housing agencies.

Franklin Group is an Equal Opportunity Employer.