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 CHMs internal accountability and monitoring authority, ensuring operational, financial, staffing, and compliance standards are consistently tracked, documented, escalated, and resolvedwithout 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 App Folio, 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…