Description:
Primary Purpose of 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.
Core Functions:
- Supervise, coach, and develop staff
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Provide guidance to staff in performance of their job responsibilities and resolving problem situations
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Conduct regular coaching sessions with staff
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Work with staff to develop department and individual goals
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Determine and realize training needs of staff
- Coordinate and streamline department workflow
o Assign new projects to staff, and adjust portfolios as needed
o Ensure completion and accuracy of work performed by staff
o Draft, review, revise, and monitor policies and procedures for consistency
o Implement new policies to address changes in Federal or State regulations
- Coordinate interagency workflow
o Coordinate all requests for information
o Work with the Development Department in new loan reviews
o Work with the Legal Department to review and provide suggestions for legal documents regarding management issues for pending closings
o Work with the Finance Department on supplying information on mortgage delinquencies, mortgage discharge process, and the multiple lists of projects with assigned staff
o Represent the Asset Management Department on internal inter-Departmental Committees
- Program and policy planning and design
o Provide technical assistance, verbally and in writing, of existing programs
o Participate in the development of new programs
- Develop, coordinate, and facilitate training programs for staff and external partners
o Identify training needs of staff and partners, and provide guidance to staff conducting trainings
o Prepare, coordinate, and train staff on multifamily programs including regulations, monitoring requirements, submission requirements, audited financial statements, and budgets
o Prepare, coordinate, and train staff on occupancy, loan document, and financial reviews
o Prepare, coordinate, and train external partners on occupancy, Fair Housing, and 504 issues
- Oversee the resolution of troubled assets and risk evaluation
o Coordinate meetings of the Risk Assessment Committee
o Work with staff on developing strategies to improve the performance of troubled assets.
o Regularly report the status of troubled assets to the Director of Asset Management, Legal Department and Finance Departments
o Participate in risk rating activities of the Department
o Oversee the multifamily REO portfolio
o Property Insurance evaluation and compliance
o Manage the administration of project escrows held by MaineHousing in the Federated accounts
- Manage customer and partner relations
o Provide technical assistance, verbally and in writing, to partners, customers, and other MaineHousing employees
o Interpret and communicate MaineHousing guidelines
o Meet and communicate with partners to assist in the resolution of troubled projects
o 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
o Administer the SHP grant repair program including grant agreements, reviewing technical services requisitions, and check approvals for funding requisitions
o Represent the Asset Management Department at Loan Committee as needed
o 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
o Manage the collection of LIHTC and 1602 data submitted through WCMS
o Track the receipt of annual reports from owners and oversee any follow-up that needs to be completed
o Track MORs and PPIs on LIHTC projects to ensure that reviews are being conducted as required by the IRS. Edit PPIs for UPCS language
o Issue 8823s for program non-compliance
o 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
o Participate in the annual PBCA compliance review and any other federal reviews initiated by HUD
o Prepare the annual required reporting for the HUD CAPER
o 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
o Maintain user administration role in both HUD on-line data systems and MaineHousing’s software (HDS)
o Work with Finance Department to reconcile bank accounts and prepare information for 1099s
o Assure timelines are met by using various tracking systems
Requirements:
Education and Experience: 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, and experience with the affordable housing industry highly desired and two years of management or coaching experience preferred.
Certifications and Licenses:
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Certified Occupancy Specialist Training (COS)*
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Tax Credit Specialist Training (TCS)*
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Federal HOME, HTF and HOME-ARP Program Training*
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General Asset Management Training (Risk Assessments, Real Estate, etc.) *
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Fair Housing/Section 504/ADA Training*
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Underwriting Training or Experience
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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
Skills and Knowledge:
- Demonstrated ability to effectively manage people and lead teams
- Experience working with multifamily real estate
- Ability to understand and interpret regulatory documents and State and Federal statutes and regulations
- Experience working with multifamily real estate
- Ability to understand and interpret regulatory documents and State and Federal statutes and regulations
- Strong project management, time management, and organizational skills
- Strong PC skills using various software including Microsoft 365 (especially Word and Excel), ShareFile/SharePoint, Windows, internet browsers
- Ability to establish and maintain good working relationships with business partners
- Excellent communication skills – speaking, writing, and listening via phone, email, and in-person meetings
- Ability to communicate effectively in front of groups
- Ability to take initiative, work independently, and use creativity and analytical skills to resolve complex issues among multiple parties
Working Conditions:
Fast paced environment with multiple priorities, interruptions & deadlines. MaineHousing office hours are Monday – Friday from 8:00am to 5:00pm.
Reports to: Director of Asset Management Supervises: 13 staff members
The starting salary for this position is $77,979, plus a comprehensive benefits package, including, but not limited to, health, dental and vision, retirement options with employer match, life insurance, short and long-term disability, employee assistance, generous earned time and all major federal holidays. Employment is eligible for the Public Service Loan Forgiveness Program.
**Position will remain open until a suitable candidate is found**
