Director of Administration

Beacon Communities • Boston, MA

5d • Hybrid

About The Position

Oversight of documentation creation, maintenance, and tracking for property management documents used portfolio wide. Analyzes, evaluates, and reviews a variety of data to determine the appropriate course of action. Relies upon subject matter and organizational knowledge to recommend operational priorities and works collaboratively with other service center director(s) as needed. The Director of Administration will be directly responsible for workflow and delivery of management documents as requested by Development, Finance, and regional property management supervisors. Collaborate with Portfolio Policy Manager on updates or changes to template for Management Plan. Implementation of documents and communication (including training) to properties are important for this role in ensuring documents are understood and used appropriately at properties.

Requirements

• Bachelor of Arts or Science degree.
• 8+ years of prior, relevant work experience.
• Knowledge of residential property management and housing compliance.
• 2+ years of prior supervisory experience.

Nice To Haves

• CPM, RPM, or other Property Management certification.

Responsibilities

• Establishing, creating, and maintaining consistent templates, including but not limited to letters, leases, tenant selections plans, applications, management plans, Affordable Fair Housing Marketing Plans (AFHMP), Management Agent Certifications, Management Entity Profiles, RD Identity of Interest Profiles, management questionnaires for acquisitions, and other state-specific plans, as needed, to ensure organizational consistency and compliance.
• Developing, communicating, participating, and maintaining a formal workflow request process to ensure consistency and accuracy when other departments are requesting documents. In this workflow, ensure fact-finding, preparation, approval, feedback loop, agency submission, agency review, and agency comment submission are included.
• Developing a formal process for reviewing and updating all documents on an annual and as needed basis to ensure accuracy and organizational consistency and plan for training and communication to property teams to ensure documents are understood and used appropriately at properties.
• Establishing a storage mechanism that is easy for property staff to receive and review the documents for their properties.
• Researching and communicating programs and regulatory changes to effectuate the creation of documents that will facilitate property programs and/or services.
• Assisting in the Administration Service Center initiative to create a comprehensive Property Operations User Guide and other key residential property policies, ensuring consistency of residential property management across the portfolio and especially as related to updating document templates for consistency and accuracy.
• Resolving support tickets submitted through BeaconHelp (Customer Service Platform) timely and effectively, routing to or collaborating with other service centers, team members, supervisors as required.
• Participating in companywide projects through activities dictated by the Executive Leadership Team, Operational Steering Committee, and/or supervisor.
• Mentoring, coaching, and managing employee(s) by establishing performance and professional development objectives, monitoring performance and development, providing feedback, communicating expectations, and measuring performance through one-on-one meetings, quarterly meetings, and ongoing supervision.
• Enforcing and adhering to company policies, rules, and regulations.
• Working patiently, professionally, and cooperatively with staff, clients, outside contacts, and company team members.
• Attending job-related continuing education seminars.
• Leading by example and promoting positive collaboration, accountability, and the advancement of BRM’s Values and Behaviors, and Mission and Cornerstones.
• Participating in BRM’s mission while advancing impact and belonging.
• Overseeing overall administration processes and tasks as determined by supervisor to ensure backup and cross-training within the Administration Service Center.
• Performing other duties and responsibilities requiring the same skill, effort and responsibility as may be required.

Benefits

• Travel to regional offices and property sites as necessary and/or requested by supervisors.

What This Job Offers

• Job Type: Full-time
• Career Level: Director