Director of Administration

Director of Administration

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.

Reports to:

Vice President (VP) of Administration

Direct Reports:
Manages employee(s) within area of responsibility, including Documentation Coordinator. Manages performance, administers corrective actions, and makes decisions affecting hiring and employment, in collaboration with the VP of Administration.

FLSA:
Exempt, full time

Location:

Corporate Office – Boston, Hybrid

Essential Functions of the Position:

• Primary responsibilities include 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.
• Develop, communicate, participate, and maintain 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.
• Develop 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.
• Establish storage mechanism that is easy for property staff to receive and review the documents for their properties.
• Responsible to research and communicate programs and regulatory changes to effectuate the creation of documents that will facilitate property programs and/or services. Knowledge and prior experience working with compliance and regulatory requirements is essential.
• Assist 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.
• Resolve support tickets submitted through Beacon Help (Customer Service Platform) timely and effectively, route to or collaborate with other service centers, team members, supervisors as required.
• Participate in company wide projects through activities dictated by the Executive Leadership Team, Operational Steering Committee, and/or supervisor
• Mentor, coach, and manage employee(s) by establishing performance and professional development objectives, monitoring performance and development, providing feedback, communicating expectations, and measure performance through one-on-one meetings, quarterly meetings, and ongoing supervision.
• Enforces and adheres to company policies, rules, and regulations.
• Works patiently, professionally, and cooperatively with staff, clients, outside contacts, and company team members.
• Attend job-related continuing education seminars.
• Leads by example and promotes positive collaboration, accountability, and the advancement of BRM's Values and Behaviors, and Mission and Cornerstones.
• Participate in BRM's mission while advancing impact and belonging.
• Overall…