Portfolio Manager

Description

Primary Purpose of 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.

Core Functions:

Supervise, coach, and develop staff

· Establish clear expectations and conduct regular performance coaching sessions and provide feedback and support to staff.

· Develop individual goals aligned with department priorities; identify training needs and develop and deliver training to support staff development.

· Build consistent practices, effective communication, and cross-training to maintain coverage and continuity.

Work Planning and Accountability

· Assign and balance work among assigned staff; recommend portfolio adjustments and arrange coverage as needed.

· Maintain operational schedules for submissions, reviews, inspections, reporting, and follow-up; monitor deadlines and backlogs.

· Ensure work receives appropriate quality checks and technical review before completion or submission.

· Report workload trends, overdue items, resource needs, and operational risks to the Director and implement agreed corrective actions.

· Coordinate with the other Portfolio Manager when work, staffing coverage, deadlines, or property matters cross team responsibilities.

· Participate in new-program planning and development; administer SHP repair grants and coordinate responses to Maine’s Tax Affordable Housing Certification requests. Coordinate other assigned special projects and administrative workflows, with execution and approval responsibilities assigned to appropriate staff.

Systems, Data, and Process Improvement

· Improve department tracking, reporting, and information management using practical, maintainable tools.

· Use Excel and department systems to summarize workloads, identify overdue items, and provide useful management information.

· Maintain consistent data definitions and data-quality checks; reduce duplicate entry and improve shared record organization.

· Work with staff and IT to document business needs, test approved changes, troubleshoot routine issues, and support adoption of tools and workflows.

· Coordinate system and process changes with the other Portfolio Manager when they affect multiple teams or department-wide operations.

Quality Assurance and Procedural Consistency

· Maintain clear, current procedures and checklists reflecting approved policy and technical guidance.

· Coordinate quality checks and identify recurring errors or process problems; implement improvements with staff and technical experts.

· Implement approved regulatory and policy changes, coordinating technical interpretation with designated subject-matter experts and the Director.

· Oversee reporting calendars and the collection of supporting information for assigned IRS, Treasury, and HUD requirements; confirm that deadlines, reviews, and follow-up actions are completed.

· Confirm designated preparers, technical reviewers, and authorized approvers for specialized reporting; coordinate audit and review responses and track corrective actions.

Coordination, Training, and Escalation

· Maintain regular coordination with the other Portfolio Manager to provide consistent direction, establish clear ownership of cross-functional work, and ensure effective handoffs between teams.

· Coordinate operational requests and handoffs with Development, Legal, Finance, and other departments.

· Identify staff and partner training needs; develop, prepare, coordinate, and deliver technical training on programs, occupancy, financial reviews, Fair Housing, and Section 504, collaborating with designated subject-matter experts on technical content.

· Communicate approved procedures and routine program requirements clearly; 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 and completed or escalated.

· Escalate significant compliance issues, operational risks, complex technical questions, conflicting priorities, or unresolved cross-manager matters to the Director.

· Represent the department on committees and at meetings, including Loan Committee, as assigned; carry out other duties consistent with the role.

Requirements

Education and Experience: Education and six years of experience in affordable housing, multifamily real estate, regulatory compliance, or a related field training, including direct supervisory experience and management of complex operational work is preferred.

Skills and Knowledge:

· 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.

Certifications and Licenses:

· 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.

Note: Required training and COS and TCS certifications are to be completed within the first year of employment or as courses become available, according to an agreed training plan.

Working Conditions: Fast-paced environment with multiple priorities, interruptions, and deadlines. MaineHousing office hours are Monday through Friday from 8:00a.m. to 5:00p.m.

Reports to: Director of Asset Management

Supervises: Two Multifamily Building Analysts and ten Asset Managers

The salary range for this position is $84,607 - $126,912.  All new employees will start at an annual salary of $84,607, unless otherwise agreed to by MaineHousing.  MaineHousing also offers 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.