Portfolio Manager

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.