Administrative Manager

Job Summary

The Administrative Manager leads our administrative department and is accountable for the reliable completion of recurring tasks and workflows that keep our managed communities running. The department also leads special projects. This role ensures every assigned responsibility has a clear owner, a realistic deadline, clear instructions, required approvals, and documented completion.

The Administrative Manager supervises and develops the administrative team and works closely with the departments and team members they support.

The successful candidate will combine strong organization, consistent follow-through, effective people leadership, and a drive to continuously improve processes, systems, and tools.

Key Responsibilities

Department Leadership & Planning

• Supervise, train, and develop administrative staff; review work quality, rebalance workload, and ensure coverage during absences and transitions

• Provide leadership with regular updates on upcoming deadlines, risks, and completed work

Compliance, Renewals & Records

• Coordinate business licenses, corporate filings, and annual reports, keeping a complete and current obligation list

• Track and facilitate the contract renewal process for the properties we manage

• Monitor property insurance certificates, following up with brokers and owners on missing or expiring evidence

• Coordinate property-tax exemption filings

• Administer Affirmative Fair Housing Marketing Plans (AFHMPs), including marketing letters, renewals, and supporting property evidence

• Maintain accurate trackers, databases, and archives of signed and filed documents

Budget, Audit & Financial Support

• Coordinate property budget submissions across multiple annual deadlines, including utility-allowance report cycles, approvals, submission, and distribution

• Coordinate audit submissions across multiple fiscal year-ends

• Oversee monthly management-fee entry and deposit cycles and reimbursement invoicing, QuickBooks Online imports, and payment confirmation

Property Onboarding & Office Operations

• Lead administrative onboarding and offboarding of managed properties, including contacts, reporting lists, trackers, signers, system access, and banking setup where assigned.

• Oversee a centralized intake process for internal requests (supplies, technology, purchases, postage, shipping, reimbursements), prioritizing, assigning, and tracking each through completion

• Oversee shipping, office supplies, and office organization.

Qualifications

• Minimum of 5 years of administrative or operations experience, desired 2 years in a supervisory/leadership role

• Exceptional organizational skills with the ability to manage many recurring deadlines at once

• Excellent written and verbal communication, with the ability to coordinate across departments and with external partners

• Strong attention to detail and commitment to accuracy and follow-through

• Experience in property management preferred; familiarity with affordable housing programs (e.g., tax credit, USDA Rural Development, HUD) strongly preferred

• Experience building processes, writing SOPs, and improving workflows

• Proficiency with Microsoft Outlook and Office; experience with Notion, QuickBooks Online, e-signature tools, and ticketing systems a plus

Benefits

• Medical, Dental, Vision, Life, Vol. Life, FSA, & EAP

• 401(K) with company match up to 4%

• Hybrid – 2 days In-Office & 3 days from home

• 3 weeks Vacation time accrued / 1 week sick time accrued