Collections & Legal Administration Manager

Horning Management LLC Corporation•Washington, DC

5d•$90,000 - $110,000•Hybrid

About The Position

Horning Management Company is seeking an experienced Collections & Legal Administration Manager to lead its centralized collections and legal administration function for a multifamily portfolio of 26 communities and approximately 4,200 units across the District of Columbia, Maryland, and Virginia. This role reports to the Vice President of Property Management and involves collections strategy, multifamily operations, legal administration, negotiation, and portfolio analytics. The Manager will oversee the entire collections lifecycle, from initial delinquency to legal escalation, court proceedings, settlements, and possession. This position serves as the primary liaison with outside landlord-tenant counsel and collaborates with Property Management, Accounting, Compliance, Asset Management, and Executive Leadership. The ideal candidate will demonstrate sound judgment, foster accountability, identify performance improvement opportunities, and establish a consistent and effective collections operation across multiple jurisdictions. This is an administrative leadership role where the Manager works under the direction of licensed outside counsel and does not provide legal advice.

Requirements

Five or more years of experience in multifamily property management collections, landlord-tenant legal administration, landlord-tenant or civil litigation paralegal work, or a closely related field.
Direct experience with landlord-tenant legal processes in at least one of the jurisdictions in which we operate. District of Columbia experience is strongly preferred.
Experience coordinating with outside legal counsel on litigation or high-volume legal filings.
Working knowledge of Yardi or comparable property management software.
Strong Microsoft Excel skills.
Excellent organization, project management, and deadline management skills.
Strong negotiation, conflict-resolution, and problem-solving abilities.
Sound independent judgment and the ability to appropriately document decisions.
Strong written and verbal communication skills, including the ability to communicate effectively with senior leadership.
Ability to influence and create accountability across teams without direct supervisory authority.
Understanding of the distinction between legal administration and the practice of law.

Nice To Haves

Bachelor's degree in Business Administration, Legal Studies, Criminal Justice, Finance, or a related field, or an equivalent combination of education and experience.
Paralegal certificate or relevant paralegal experience.
Experience leading collections across multiple multifamily communities or within a centralized collections function.
Experience with affordable housing, voucher programs, or rent-regulated housing.
Familiarity with landlord-tenant proceedings in DC Superior Court, Maryland District Court, and Virginia General District Court.
Experience with Yardi Voyager.
Experience building dashboards or reporting using Excel, Power BI, or comparable tools.

Responsibilities

Develop and manage company-wide strategies to reduce delinquency and bad debt and improve cash flow.
Monitor portfolio aging and delinquency trends and identify accounts requiring intervention.
Determine when delinquent accounts should escalate to legal action based on payment history, financial impact, program requirements, and other relevant factors.
Direct pre-legal collection efforts in partnership with Regional Property Managers and Property Managers.
Negotiate and approve payment plans, settlements, and move-out agreements within established authority limits.
Recommend write-offs and escalate matters requiring additional approval.
Oversee statutory notice and filing processes across communities in DC, Maryland, and Virginia.
Ensure notices, supporting documentation, and filing packages are timely, accurate, and compliant with jurisdictional requirements and Company standards.
Maintain litigation-ready documentation, including ledgers, notices, and supporting records.
Track court dates, hearings, judgments, continuances, writs, possession actions, and other critical deadlines.
Coordinate court appearances, property witnesses, eviction scheduling, and case-related communications with Operations.
Identify stalled or at-risk matters and work with counsel to determine appropriate next steps.
Serve as Horning's primary point of contact for outside landlord-tenant counsel.
Assign matters among approved law firms based on jurisdiction, case type, and performance.
Monitor attorney responsiveness, turnaround times, outcomes, and billing.
Review legal invoices and help evaluate outside counsel performance.
Manage relationships with collections-related vendors, including process servers, collection agencies, and other service providers.
Negotiate and administer settlement agreements, payment plans, and move-out agreements within established authority.
Monitor compliance with settlement terms and determine when additional escalation is necessary.
Coordinate dismissals when matters are resolved.
Identify judgment recovery opportunities and coordinate post-judgment collection efforts with counsel and outside agencies.
Develop and maintain centralized dashboards covering collections and active legal matters across the portfolio.
Track performance measures such as delinquency, bad debt, filing timeliness, court outcomes, days to possession, settlement compliance, and attorney performance.
Prepare recurring reporting and analysis for Executive Leadership, Property Management, Accounting, and Asset Management.
Use portfolio data to identify trends and recommend operational improvements.
Develop and maintain standardized collections policies, procedures, templates, and workflows.
Train Operations teams on collections processes, legal timelines, jurisdictional requirements, and Company expectations.
Partner with Accounting on resident balance and payment application issues and with Compliance on requirements affecting subsidized and rent-regulated communities.
Evaluate and administer technology used for collections, legal tracking, and reporting.
Continuously identify opportunities to improve efficiency, consistency, recovery, and accountability.