Director of Administration

Job description

Director of Administration, Boston Corporate Office - Boston, MA Hybrid/Remote Summary: The Director of Administration oversees the creation, maintenance, implementation, and tracking of property management documentation used across the portfolio. This role ensures operational documents are accurate, standardized, and effectively support business objectives. The Director manages the workflow and delivery of management documents for Development, Finance, and Regional Property Management teams, collaborates with the Portfolio Policy Manager to maintain Management Plan templates, and partners with Service Center Directors to establish operational priorities. This position also leads the communication, implementation, and training of new and revised documents to ensure consistent understanding and application across the portfolio. 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 (Any one position may not include all the duties listed, nor do the listed examples include all duties that may be found in positions of this class): • 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 BeaconHelp (Customer Service Platform) timely and effectively, route to or collaborate with other service centers, team members, supervisors as required. • Participate in companywide 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 administration processes and tasks as determined by supervisor to ensure backup and cross-training within the Administration Service Center. • Perform other duties and responsibilities requiring the same skill, effort and responsibility as may be required. Qualifications: Education: Work performed requires the knowledge associated with the attainment of a Bachelor of Arts or Science with the ability to exercise the general knowledge of the field of study independently and critically. Experience: 8+ years of prior, relevant work experience required. Knowledge Area: Residential property management and housing compliance experience required. Supervisory Experience: 2+ years of prior supervisory experience. Certifications: CPM, RPM, or other Property Management certification preferred. Travel Requirements: Travels to regional offices and property sites as necessary and/or requested by supervisors. Compensation: $115,000 - $120,000 annual salary Actual compensation is influenced by a variety of factors including but not limited to skills, experience, qualifications, and geographic location. Company Overview: Founded in 2004, Beacon Communities LLC is a privately-owned real estate firm that develops, acquires, invests in, and manages a wide range of multifamily housing. Beacon currently owns and manages approximately 150 properties including affordable housing, market rate housing, and mixed income-housing. Its developments range from new construction, to historic adaptive reuse, to the renovation of existing housing. At Beacon, we strive to make a difference in our residents’ lives. We build outstanding communities that make enduring contributions to the vitality of our cities and towns. We create communities that serve a diverse cross section of our society. Our communities are healthy and vibrant. Why? Because they are planned with care, consideration, and compassion. Benefits Offered: At the core of Beacon Communities is the talent on our teams, and we are committed to taking care of our team members so they can deliver great experiences to our residents. That is why we are proud to provide competitive compensation and comprehensive benefits that support a healthy life for you and your family when you join our team. As a regular, full time employee at Beacon you can expect: • Health & Wellness Benefits. We offer plans for quality medical, dental, and vision coverage to all employees regularly scheduled to work a minimum of 24 hours or more per week. HSA/FSA options are also available. • Work-Life Balance. On top of offering 13 paid holidays per year, we have an attractive paid time off policy that includes vacation days, personal days, sick time, wellness days, summer flex time, volunteer days and early close Fridays. • Retirement planning. We offer a 401k program with a company match. • 100% Company-Paid Life Insurance. With affordable options to elect voluntary life, critical illness, hospital care or accidental injury coverage. • Access to an Employee Assistance Program (EAP),Childcare & Eldercare Support, Career Development and Advancement Opportunities… and more! Beacon Communities LLC is an Equal Opportunity Employer that seeks a diverse pool of candidates. We are committed to a policy of equal employment opportunity without regard to race, color, ancestry, national origin, religion, disability, gender, gender identity, sexual orientation, age, veteran status or other protected class. All qualified applicants are encouraged to apply. Beacon Communities LLC participates in the E-Verify program.