Associate Director, Portfolio Administration & Oversight

Every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives.

The Associate Director, Portfolio Administration & Oversight is responsible for centralized administrative oversight of portfolio health, risk indicators, compliance tracking, insurance administration, and asset-level controls across Community Holdings Management (CHM). This role functions as CHM's internal accountability and monitoring authority, ensuring operational, financial, staffing, and compliance standards are consistently tracked, documented, escalated, and resolved-without assuming direct operational or asset-management control of properties. The Associate Director plays a critical role in identifying early risk indicators, stabilizing underperforming or high-risk assets, and reducing exposure for CHM and ownership through disciplined systems and reporting.

Key Duties and Responsibilities

• Portfolio Administration & Watchlist Oversight : Maintain a centralized portfolio watchlist monitoring delinquency trends, vacancy levels, staffing instability, compliance gaps, insurance exposure, and other operational risk indicators. Prepare routine portfolio oversight summaries for executive leadership and track corrective actions through resolution.
• Administrative Oversight of Property Conditions : Conduct random and scheduled site visits to observe physical conditions, verify operational standards, and identify safety or risk indicators. Document findings, route required actions to Operations or Regional leadership, and maintain follow-up tracking to ensure timely resolution.
• Insurance & Risk Administration : Coordinate and oversee administrative processes related to property, liability, and workers' compensation insurance, including renewals, documentation tracking, and internal communications with brokers and partners. Monitor workers' compensation claims, restrictions, and return-to-work coordination in collaboration with HR and Operations.
• Administrative HR & Compliance Oversight : Provide administrative oversight and verification of onboarding, offboarding, and required training completion, including California-mandated and company-required programs. Track employee status changes, staffing allocations by ownership entity, and compliance risks, and support leadership with documentation related to grievances or corrective actions.
• Asset-Adjacent Administrative Controls : Maintain administrative oversight of vendor onboarding documentation, inventory systems (equipment, uniforms, and technology), and staffing charts tied to ownership structures. Identify trends or anomalies that may indicate financial, operational, or compliance risk and escalate concerns with supporting documentation.
• Cross-Functional Coordination & Escalation : Coordinate across Operations, HR, Finance, and Ownership to ensure portfolio-level accountability without duplicating or undermining departmental authority. Serve as the central point of record for portfolio administration and escalate unresolved or high-risk issues to executive leadership with clear context and recommended next steps.
• Perform any additional duties as assigned.

Minimum Qualification

Must have a minimum of 3-5 years of experience in California property management, portfolio administration, compliance, or risk-related operational oversight. The role requires a strong working knowledge of multifamily operations, asset-level risk indicators, insurance administration, and California labor and compliance requirements. Experience supporting affordable housing, supportive housing, or publicly funded portfolios is preferred. The ideal candidate demonstrates the ability to work cross-functionally with Operations, HR, Finance, and external partners, exercising sound judgment, discretion, and follow-through. Familiarity with property management, HRIS, and training platforms such as AppFolio, Paylocity, Grace Hill, and Microsoft 365 is strongly preferred. Strong organizational skills, attention to detail, and the ability to independently manage sensitive information and competing priorities are essential for success in this role.

Required Skills and Abilities

The Associate Director, Portfolio Administration & Oversight must demonstrate strong verbal and written communication skills, with the ability to clearly document findings, synthesize complex information, and communicate expectations across multiple stakeholders. This role requires sound judgment, strong problem-solving capability, and the ability to navigate conflict with professionalism, discretion, and a solutions-oriented approach. The Associate Director must be attentive to detail, highly organized, and capable of managing multiple priorities while maintaining accuracy and consistency in reporting, documentation, and follow-through. Success in this role requires the ability to operate effectively across departments and external partners, exercising authority through systems, standards, and accountability rather than positional control. The Associate Director must be comfortable identifying risk, raising concerns, and facilitating resolution without creating unnecessary friction, ensuring issues are addressed promptly and appropriately. By centralizing oversight that was previously fragmented across multiple individuals and external partners, this position reduces organizational risk, increases consistency, and enables executive leadership to focus on strategic growth rather than operational firefighting.

Notes

Frequent need to utilize personal transportation to inspect properties and surrounding neighborhood, attending meetings with owners / agencies / partners. Must be available on weekends for meetings, staffing needs, and emergencies. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear.

The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

Compensation details : 0 Yearly Salary

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