Operations specialist Jobs in Chicago, IL

Operations Compliance Specialist

Hybrid Evergreen Real Estate Group - Chicago, IL 60661

Job Summary

The Operations Compliance Specialist drives Evergreen Real Estate Group's annual rent adjustment process for its portfolio of HUD-subsidized multifamily properties and supports a range of operational compliance, monitoring, and special-project initiatives across the property management organization. Reporting to the Director of Operational Strategy, this role is responsible for the end-to-end preparation, submission, and follow-through of OCAF, Budget-Based, and Rent Comparability Study (RCS) based rent increases, along with the supporting Utility Allowance Analyses required to keep rents in compliance. This is a part-time position of 28 hours per week, following a hybrid schedule of 2 full days in the Chicago office and 2 days working from home.

The Specialist serves as the primary point of contact between site teams, ownership signers, accounting, HUD Multifamily, and our assigned Contract Administrators (NHC, CGI Federal, Quadel Indiana, AHSC Ohio, IHDA, MHFA, Navigate, and others). The role requires working knowledge of the Section 8 Renewal Policy Guide, the HUD Utility Analysis Guide, and the HUD-92458 rent schedule, plus the discipline to manage 100+ regulatory deadlines simultaneously across a multifamily affordable housing portfolio.

This position will work with the Executive Vice President to prepare management agreement drafts, including attached HUD-9839-B certifications, and complete certification renewal addenda to ensure all properties maintain current active agreements.

Key Responsibilities

• Annual Rent Adjustments (Primary Responsibility)
• Prepare and submit annual rent adjustment packages no later than 120 days before each property's HAP anniversary.
• Prepare and reconcile Form HUD-92458 rent schedules, with annualized debt service from mortgage statements and Maximum Allowable Rent Potential calculations.
• Coordinate non-Section 8 rent verifications for properties with LIHTC or other non-Section 8 unit overlay.
• Route signature packages to ownership signers (e.g., Mary Mauney, Kevin Beard) per ERES protocol and verify signatures and dates on every submitted document.
• Submit packages to HUD Multifamily or to assigned Contract Administrators; track review feedback, prepare resubmissions, and follow each adjustment through to an executed rent schedule.
• Distribute executed rent schedules to Property Managers, Regional Supervisors and Directors, accountants, and ownership.
• Utility Allowance Analysis (UA)
• Manage the 3-year baseline UA cycle for all assigned HUD-subsidized properties.
• Apply the HUD Utility Analysis Guide methodology, including the 12-month sample period ending no more than 6 months before submission, the Figure 1 sample-size table, and proper treatment of vacant, mid-period move-in, PBV, and unsigned-consent units.
• Issue baseline UA kickoff communications to Property Managers and consolidate the resulting utility bills, vacancy reports, and signed resident consents.
• Apply the Utility Allowance Factor (UAF) in interim factor years.
• Submit UA worksheets in coordination with rent adjustments required by HUD or the Contract Administrator.
• Coordinate the 30-day tenant notice of posting, distribution, and documentation requirements.
• Compliance and Documentation
• Ensure all submissions comply with HUD regulations, the Section 8 Renewal Policy Guide, the HUD UA Analysis Guide, and applicable state HFA requirements.
• Maintain organized digital property files and compliance documentation in SharePoint.
• Update HUD systems (iREMS, TRACS, Secure Systems) and internal databases (RealPage / OneSite) to ensure data integrity.
• Track and report on key submission and compliance deadlines across the portfolio.
• Operational Monitoring and Audits
• Monitor the timely submission of HUD special claims across the portfolio and confirm that site teams create claims consistently and within required timeframes.
• Pre-audit packets upon Property Manager request, verifying completeness and accuracy ahead of HUD, Contract Administrator, or investor audits.
• Periodically review Make Ready boards to confirm that no occupied units are incorrectly displayed, and flag discrepancies to the responsible site teams for correction.
• Audit Variance and Delinquency reports to confirm that site and regional staff are following established procedures, and escalate exceptions to the Director of Operational Strategy.
• Communication and Coordination
• Serve as the primary point of contact for owners, Property Managers, regional staff, accountants, HUD representatives, and Contract Administrators (including NHC, CGI Federal Ohio/TN/Tampa, Quadel Indiana, AHSC Ohio, IHDA, MHFA, and Navigate).
• Coordinate with Property Management, Accounting, Compliance, Asset Management, and the RCS coordinator to gather required documentation.
• Communicate adjustment status, renewal timelines, and compliance requirements clearly and professionally to internal and external audiences.
• Operations and Portfolio Support
• Maintain centralized SharePoint trackers and dashboards covering rent adjustment and UA pipeline status.
• Identify process improvements that shorten time-to-submission and reduce Contract Administrator correction cycles.
• Lead and support the rollout of new operational tools and processes (for example, the Utility Tracker), including training site teams and monitoring completion and adoption across all properties.
• Drive and monitor additional operational initiatives as assigned, tracking each to completion and reporting status to the Director of Operational Strategy.
• Support other ad-hoc operational projects assigned by the Director of Operational Strategy.

Education & Experience

Bachelor's degree in business, Real Estate, Public Administration, or related field required. Equivalent direct experience in HUD multifamily compliance, rent adjustments, or affordable housing operations may substitute for the degree.

3-5 years of experience in affordable housing, property management, housing finance, or HUD regulatory compliance.

Hands-on experience preparing or reviewing OCAF, RCS, or Budget-Based rent adjustments strongly preferred.

Working knowledge of HUD-subsidized housing programs, including Section 8 Project-Based Rental Assistance (PBRA), Section 202 PRAC, and LIHTC overlay structures.

Familiarity with state HFA processes (e.g., IHDA, MHFA, THDA, Virginia Housing) is a plus.

Experience with property operations reporting and compliance monitoring (such as special claims, make-ready or turn boards, and variance or delinquency reporting) and with rolling out and training teams on new processes or systems is a plus.

Technical & Physical Skills

Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams).

Advanced Excel skills required, including formulas, VLOOKUP/XLOOKUP, pivot tables, and analysis of large datasets.

Experience with property management software (RealPage / OneSite preferred; Yardi or Boston Post acceptable).

Working knowledge of HUD systems: iREMS, TRACS, and Secure Systems.

Comfortable with SharePoint Lists and Document Libraries for portfolio tracking, and with Adobe Acrobat for fillable HUD forms.

Ability to manage large datasets, complex spreadsheets, and compliance tracking systems with a high standard of accuracy.

Other Requirements

Exceptional organizational and time management skills, with the ability to track 100+ deadlines simultaneously.

Strong analytical and problem-solving abilities.

Ability to work independently and manage multiple priorities under strict regulatory deadlines.

Strong written and verbal communication skills, including drafting professional correspondence to HUD and Contract Administrator staff.

High level of professionalism and discretion with confidential information.

Skills

Attention to Detail - Ensures accuracy in rent calculations, HUD-92458 rent schedules, and regulatory submissions.

Analytical Thinking - Interprets HUD guidelines, Section 8 Renewal Policy Guide chapters, UA Analysis Guide for methodology, and financial data.

Communication - Effectively interacts with internal teams, ownership, and external regulatory agencies.

Initiative and Accountability - Proactively manages deadlines and ownership of an assigned portfolio.

Problem-Solving - Identifies issues and implements compliant, efficient resolutions, including responses to CA correction requests.

Team Collaboration - Works across Property Management, Accounting, Compliance, and Asset Management to achieve submission and compliance goals.

Adaptability - Thrives in a deadline-driven, regulatory environment with shifting