Portfolio Manager

Maine State Housing Authority•Augusta, ME

6h•Onsite

About The Position

The Portfolio Manager oversees the day-to-day program administration of all projects in MaineHousing’s multifamily portfolio for compliance with all federal, state, and program regulations; and the Agency’s Asset Management functions regarding performance, reporting and risk evaluation of its multi-family loan portfolio; and supervises assigned staff.

Requirements

Education and six years of relevant work experience or a combination of education and training preferred.
Experience of comprehending and interpreting legal documents and regulatory guidelines.
Experience with the affordable housing industry highly desired.
Two years of management or coaching experience preferred.
Certified Occupancy Specialist Training (COS)
Tax Credit Specialist Training (TCS)
Federal HOME, HTF and HOME-ARP Program Training
General Asset Management Training (Risk Assessments, Real Estate, etc.)
Fair Housing/Section 504/ADA Training
Underwriting Training or Experience
Develop competency with multiple department databases: Prolink, HDS, HUD Secure Systems
Training and certifications to be obtained within the first year of employment or as the courses become available

Responsibilities

Supervise, coach, and develop staff
Provide guidance to staff in performance of their job responsibilities and resolving problem situations
Conduct regular coaching sessions with staff
Work with staff to develop department and individual goals
Determine and realize training needs of staff
Coordinate and streamline department workflow
Assign new projects to staff, and adjust portfolios as needed
Ensure completion and accuracy of work performed by staff
Draft, review, revise, and monitor policies and procedures for consistency
Implement new policies to address changes in Federal or State regulations
Coordinate interagency workflow
Coordinate all requests for information
Work with the Development Department in new loan reviews
Work with the Legal Department to review and provide suggestions for legal documents regarding management issues for pending closings
Work with the Finance Department on supplying information on mortgage delinquencies, mortgage discharge process, and the multiple lists of projects with assigned staff
Represent the Asset Management Department on internal inter-Departmental Committees
Program and policy planning and design
Provide technical assistance, verbally and in writing, of existing programs
Participate in the development of new programs
Develop, coordinate, and facilitate training programs for staff and external partners
Identify training needs of staff and partners, and provide guidance to staff conducting trainings
Prepare, coordinate, and train staff on multifamily programs including regulations, monitoring requirements, submission requirements, audited financial statements, and budgets
Prepare, coordinate, and train staff on occupancy, loan document, and financial reviews
Prepare, coordinate, and train external partners on occupancy, Fair Housing, and 504 issues
Oversee the resolution of troubled assets and risk evaluation
Coordinate meetings of the Risk Assessment Committee
Work with staff on developing strategies to improve the performance of troubled assets.
Regularly report the status of troubled assets to the Director of Asset Management, Legal Department and Finance Departments
Participate in risk rating activities of the Department
Oversee the multifamily REO portfolio
Property Insurance evaluation and compliance
Manage the administration of project escrows held by MaineHousing in the Federated accounts
Manage customer and partner relations
Provide technical assistance, verbally and in writing, to partners, customers, and other MaineHousing employees
Interpret and communicate MaineHousing guidelines
Meet and communicate with partners to assist in the resolution of troubled projects
Provide assistance through phone calls, written communication, face-to-face visits, and formal presentations
Direct and implement special projects assigned by the Director of Asset Management
Administer the SHP grant repair program including grant agreements, reviewing technical services requisitions, and check approvals for funding requisitions
Represent the Asset Management Department at Loan Committee as needed
Track and respond to request for Maine’s Tax Affordable Housing Certification
Oversee compliance reporting to the IRS and Treasury on the LIHTC and 1602 Programs
Manage the collection of LIHTC and 1602 data submitted through WCMS
Track the receipt of annual reports from owners and oversee any follow-up that needs to be completed
Track MORs and PPIs on LIHTC projects to ensure that reviews are being conducted as required by the IRS. Edit PPIs for UPCS language
Issue 8823s for program non-compliance
Prepare form 8610 and annual 1602 reporting
Oversee compliance reporting to HUD for the various HUD programs affecting the portfolio to include the PBCA contract, Fed HOME, Housing Trust Fund (HTF), HOME-ARP
Participate in the annual PBCA compliance review and any other federal reviews initiated by HUD
Prepare the annual required reporting for the HUD CAPER
Track MORs and PPIs for any HUD funding source and ensure that reviews are being conducted as required by HUD. Edit Physical Plant Inspections for UPCS language
Maintain user administration role in both HUD on-line data systems and MaineHousing’s software (HDS)
Work with Finance Department to reconcile bank accounts and prepare information for 1099s
Assure timelines are met by using various tracking systems
Other duties as assigned