Portfolio Manager

Maine State Housing Authority•Augusta, ME

11d•$84,607 - $126,912

About The Position

The Portfolio Manager supervises assigned staff and is responsible for staff development, workload management, operational consistency, portfolio monitoring, compliance workflows, and effective use of department systems and technology. As one of two peer Portfolio Managers, this position collaborates with the other manager to coordinate work across Asset Management and ensure effective oversight of MaineHousing’s multifamily portfolio. The role oversees two Multifamily Building Analysts and ten Asset Managers. It reports to the Director of Asset Management and represents the department on committees and at meetings, including Loan Committee, as assigned. MaineHousing office hours are Monday through Friday from 8:00 a.m. to 5:00 p.m.; the role operates in a fast-paced environment with multiple priorities, interruptions, and deadlines. The salary range is $84,607–$126,912. All new employees start at an annual salary of $84,607 unless otherwise agreed to by MaineHousing. The position includes a comprehensive benefits package and is eligible for the Public Service Loan Forgiveness Program. It remains open until a suitable candidate is found.

Requirements

Education and six years of experience in affordable housing, multifamily real estate, regulatory compliance, or a related field, including direct supervisory experience and management of complex operational work; the posting describes this background as preferred.
Demonstrated ability to supervise staff, establish expectations, coach effectively, address personnel matters, and lead a collaborative team.
Ability to work as a peer manager within a shared leadership structure, clarify ownership, coordinate handoffs, and maintain consistent expectations across teams.
Strong work planning, project management, organization, and follow-through across competing priorities and deadlines.
Proficiency in Excel, including formulas, tables, sorting and filtering, data validation, and summary reporting.
Proficiency with Microsoft 365, particularly Word and Outlook; experience with shared document platforms such as SharePoint or ShareFile and database systems.
Ability to learn unfamiliar applications, identify data-quality issues, troubleshoot routine problems, and help staff adopt effective tools and practices.
Ability to translate approved regulatory and technical guidance into clear operational procedures and recognize when specialized review is needed.
Clear written and verbal communication, effective listening, and the ability to facilitate meetings and explain procedures to varied audiences.
Sound judgment, discretion, analytical problem-solving, and the ability to maintain constructive working relationships across departments and with external partners.
Complete training appropriate to assigned responsibilities in multifamily asset management, occupancy, Low-Income Housing Tax Credit compliance, federal HOME, Housing Trust Fund, HOME-ARP, and applicable HUD programs.
Complete Fair Housing, Section 504, and ADA training relevant to department operations.
Complete multifamily underwriting training.
Develop working proficiency in applicable department systems, including Prolink, HDS, and HUD Secure Systems, sufficient to oversee workflows, review operational information, and support staff use.
Complete supervisory and management training as identified with the Director.
Obtain Certified Occupancy Specialist (COS) and Tax Credit Specialist (TCS) certifications. Required training and certifications are to be completed within the first year of employment or as courses become available, according to an agreed training plan.

Responsibilities

Supervise, coach, and develop staff by setting expectations, providing performance feedback, establishing goals, identifying training needs, and supporting consistent practices, communication, cross-training, coverage, and continuity.
Assign and balance staff workloads, recommend portfolio adjustments, arrange coverage, maintain operational schedules, monitor deadlines and backlogs, and ensure quality checks and technical reviews are completed.
Report workload trends, overdue items, resource needs, and operational risks to the Director; implement agreed corrective actions and coordinate cross-team work with the other Portfolio Manager.
Participate in new-program planning and development; administer SHP repair grants; coordinate responses to Maine’s Tax Affordable Housing Certification requests; and coordinate assigned special projects and administrative workflows.
Improve department tracking, reporting, and information management; use Excel and department systems to summarize workloads and identify overdue items; maintain data definitions and quality checks; reduce duplicate entry; and improve shared record organization.
Work with staff and IT to document business needs, test approved system changes, troubleshoot routine issues, and support adoption of tools and workflows; coordinate changes affecting multiple teams with the other Portfolio Manager.
Maintain current procedures and checklists reflecting approved policy and technical guidance; coordinate quality checks, address recurring errors, and implement process improvements with staff and technical experts.
Implement approved regulatory and policy changes in coordination with designated subject-matter experts and the Director.
Oversee reporting calendars and collection of supporting information for assigned IRS, Treasury, and HUD requirements; confirm deadlines, reviews, follow-up, preparers, technical reviewers, and authorized approvers; coordinate audit and review responses and track corrective actions.
Coordinate regularly with the other Portfolio Manager to establish clear ownership, consistent direction, and effective handoffs; coordinate operational requests and handoffs with Development, Legal, Finance, and other departments.
Identify staff and partner training needs and develop, prepare, coordinate, and deliver technical training on programs, occupancy, financial reviews, Fair Housing, and Section 504, working with designated subject-matter experts on technical content.
Communicate approved procedures and routine program requirements; route specialized questions to the appropriate technical expert.
Coordinate assignments, meeting materials, status tracking, and follow-up for risk assessments, troubled assets, and real estate owned matters; ensure agreed actions are documented, completed, or escalated.
Escalate significant compliance issues, operational risks, complex technical questions, conflicting priorities, and unresolved cross-manager matters to the Director.
Represent the department on committees and at meetings, including Loan Committee, as assigned, and carry out other duties consistent with the role.