Compliance Account Manager

HAP Payment Posting

• Post all monthly HAP payments from HUD, Contract Administrators (PBCAs) and Public Housing Authorities to the correct property and resident ledgers in the property management system
• Post retroactive and adjustment amounts from move-ins, move-outs, interim and annual recertifications, gross rent changes and unit transfers
• Track and post special claims payments (unpaid rent, damages, vacancy loss) and debt service claims

HAP Payment Reconciliation

• Perform monthly HAP reconciliations for every HUD-subsidized property, comparing the amount requested on the HAP voucher (HUD-52670), the amount approved by the Contract Administrator or PHA, the amount deposited, and the amount posted to ledgers
• Reconcile HAP deposits to bank statements and the general ledger subsidy receivable account each month
• Reconcile the voucher's tenant-level detail against resident ledgers and current certifications, and identify units with mismatched HAP amounts
• Research and resolve variances from short pays, overpayments, voucher rejections, offsets, recaptures and duplicate payments
• Track retroactive adjustments and pending certifications from one month to the next until they are fully paid and cleared
• Maintain a HAP variance log with the cause, corrective action and resolution date for each discrepancy
• Clear aged and unapplied HAP balances, and escalate unresolved items to the Compliance Director and Property Accounting
• Prepare reconciliation workpapers with supporting documents (vouchers, payment schedules, remittance advices, bank records) for month-end close, audits and MORs
• Complete reconciliations by the 10th (calendar) day of each month

Ledger Corrections

• Research and correct resident and subsidy ledger discrepancies caused by late certifications, rent changes, terminations or posting errors
• Prepare and document ledger adjustments with supporting backup and route them for approval according to Pratum policy
• Make sure tenant rent portions and HAP portions on ledgers match the most recent approved HUD-50059 or equivalent certification
• Process ledger corrections tied to repayment agreements, unreported income and retroactive tenant charges

Voucher and TRACS Coordination

• Review monthly HAP vouchers for accuracy before submission and flag errors to Compliance Specialists
• Monitor TRACS / iMAX transmissions and voucher rejections that affect payment amounts
• Follow up with Contract Administrators and PHAs on missing, short or delayed payments

Portfolio Oversight, Reporting and Collaboration

• Serve as the company's subject-matter expert and main point of contact for HAP payments and subsidy ledgers
• Keep a portfolio-wide HAP tracking calendar with voucher due dates, payment dates and reconciliation deadlines for each property
• Produce monthly HAP receivable and variance reports, plus a portfolio-level dashboard for leadership showing receivables, variances and aging by property, region and state
• Support month-end close by confirming subsidy postings are complete and reconciled
• Partner with site managers and Compliance Specialists to resolve certification issues that affect payments
• Support MORs, audits and owner/investor reviews with HAP payment history and ledger documentation
• Standardize HAP posting and reconciliation procedures across all properties and train site and accounting staff on them
• Onboard newly acquired or newly managed properties by reviewing their HAP history, reconciling opening balances and cleaning up ledgers
• Recommend and document process improvements for HAP posting, reconciliation and ledger accuracy

Required Qualifications

• 3+ years of experience in affordable housing accounting, subsidy payment posting, HAP reconciliation, or compliance, with direct HUD Project-Based Section 8 HAP experience across a multi-state, multi-property portfolio.
• Proven experience reconciling subsidy receivables to HAP vouchers, bank deposits, resident ledgers, and general ledger accounts, including researching and resolving discrepancies.
• Strong working knowledge of general ledger accounting practices, accounts receivable, subsidy receivables, payment applications, account adjustments, and monthly reconciliations.
• Demonstrated experience with HAP subsidy payments, including posting receipts, reconciling individual voucher payments, researching unapplied or misapplied funds, and correcting resident and subsidy ledger balances.
• Proven ability to independently manage high-volume monthly deadlines for a large portfolio with multiple Contract Administrators and Public Housing Authorities.
• Solid working knowledge of HAP vouchers, TRACS, HUD Handbook 4350.3, subsidy calculations, and the impact of certifications and rent adjustments on HAP payments and resident accounts.
• Required hands-on proficiency in Yardi Voyager, including navigating resident and subsidy ledgers, posting and applying payments, researching transaction histories, reconciling accounts, and processing ledger corrections in accordance with established accounting procedures.
• Strong Excel skills, including reconciliations, VLOOKUP/XLOOKUP, and pivot tables.
• High accuracy, strong organizational skills, attention to detail, and the ability to independently research and resolve complex accounting and subsidy discrepancies.

Preferred

• Associate's or bachelor's degree in accounting, finance or a related field
• Industry certification such as NAHMA's CPO or SHCM, or a Blended Occupancy / TRACS certification
• Knowledge of LIHTC, HOME or Public Housing programs and multi-layered properties

• Attention to detail and a commitment to accurate records
• Analytical problem-solving and the ability to trace discrepancies to their root cause
• Clear written and verbal communication with site teams, accounting and agencies
• Ability to work independently and prioritize across a large portfolio
• Discretion with confidential resident and financial information