Director of Administration

Beacon Communities LLC; Boston (MA); Hybrid; USD 115,000 - 120,000; Full time

Benefits offered by this job

Health & Wellness Benefits

Retirement planning with 401k match

100% Company‑Paid Life Insurance

Employee Assistance Program

Job summary

Beacon Communities LLC in Boston seeks a Director of Administration to oversee the creation, maintenance, and distribution of portfolio-wide property documents. You will develop templates and a formal workflow to ensure accuracy and compliance, collaborating with Development, Finance, and regional teams.

You will supervise staff, manage performance, and drive training on document use and updates, while enforcing policies and BRM values across the organization.

Qualifications

• Education: Bachelor of Arts or Science required.
• Experience: 8+ years of relevant work experience.
• Knowledge Area: Residential property management and housing compliance.
• Supervisory Experience: 2+ years of supervisory experience.
• Certifications: CPM, RPM, or other Property Management certification preferred.
• Travel: Travel to regional offices and property sites as necessary.

Responsibilities

• Establish and maintain templates for letters, leases, tenant plans, applications and management plans to ensure consistency and compliance.
• Develop and implement a formal workflow for document requests, including fact-finding, approval, and agency review.
• Review and update documents annually and as needed, with training for property teams.
• Establish an easy storage mechanism for property staff to access documents.
• Research programs and regulatory changes to guide document creation and compliance.
• Resolve BeaconHelp tickets and coordinate with other centers and team members.
• Lead, mentor, and manage staff with performance objectives and development plans.
• Adhere to company policies and promote BRM values and mission.

Education

Bachelor's degree

Job description

Director of Administration, Boston Corporate Office - Boston, MA

Summary: Oversight of documentation creation, maintenance, and tracking for property management documents used portfolio wide. Analyzes, evaluates, and reviews a variety of data to determine the appropriate course of action. Relies upon subject matter and organizational knowledge to recommend operational priorities and works collaboratively with other service center director(s) as needed. The Director of Administration will be directly responsible for workflow and delivery of management documents as requested by Development, Finance, and regional property management supervisors. Collaborate with Portfolio Policy Manager on updates or changes to template for Management Plan. Implementation of documents and communication (including training) to properties are important for this role in ensuring documents are understood and used appropriately at properties.

Reports to: Vice President (VP) of Administration

Direct Reports: Manages employee(s) within area of responsibility, including Documentation Coordinator. Manages performance, administers corrective actions, and makes decisions affecting hiring and employment, in collaboration with the VP of Administration.

FLSA: Exempt, full time

Location: Corporate Office – Boston, Hybrid

Duties

• Primary responsibilities include establishing, creating, and maintaining consistent templates, including but not limited to letters, leases, tenant selections plans, applications, management plans, Affordable Fair Housing Marketing Plans (AFHMP), Management Agent Certifications, Management Entity Profiles, RD Identity of Interest Profiles, management questionnaires for acquisitions, and other state‑specific plans, as needed, to ensure organizational consistency and compliance.
• Develop, communicate, participate, and maintain a formal workflow request process to ensure consistency and accuracy when other departments are requesting documents. In this workflow, ensure fact‑finding, preparation, approval, feedback loop, agency submission, agency review, and agency comment submission are included.
• Develop formal process for reviewing and updating all documents on an annual and as needed basis to ensure accuracy and organizational consistency and plan for training and communication to property teams to ensure documents are understood and used appropriately at properties.
• Establish storage mechanism that is easy for property staff to receive and review the documents for their properties.
• Responsible to research and communicate programs and regulatory changes to effectuate the creation of documents that will facilitate property programs and/or services. Knowledge and prior experience working with compliance and regulatory requirements is essential.
• Assist in the Administration Service Center initiative to create a comprehensive Property Operations User Guide and other key residential property policies, ensuring consistency of residential property management across the portfolio and especially as related to updating document templates for consistency and accuracy.
• Resolve support tickets submitted through BeaconHelp (Customer Service Platform) timely and effectively, route to or collaborate with other service centers, team members, supervisors as required.
• Participate in companywide projects through activities dictated by the Executive Leadership Team, Operational Steering Committee, and/or supervisor.
• Mentor, coach, and manage employee(s) by establishing performance and professional development objectives, monitoring performance and development, providing feedback, communicating expectations, and measuring performance through one‑on‑one meetings, quarterly meetings, and ongoing supervision.
• Enforce and adhere to company policies, rules, and regulations.
• Work patiently, professionally, and cooperatively with staff, clients, outside contacts, and company team members.
• Attend job‑related continuing education seminars.
• Lead by example and promote positive collaboration, accountability, and the advancement of BRM’s Values and Behaviors, and Mission and Cornerstones.
• Participate in BRM’s mission while advancing impact and belonging.
• Overall administration processes and tasks as determined by supervisor to ensure backup and cross‑training within the Administration Service Center. Perform other duties and responsibilities requiring the same skill, effort and responsibility as may be required.

Qualifications

Education: Work performed requires the knowledge associated with the attainment of a Bachelor of Arts or Science with the ability to exercise the general knowledge of the field of study independently and critically.

Experience: 8+ years of prior, relevant work experience required.

Knowledge Area: Residential property management and housing compliance experience required.

Supervisory Experience: 2+ years of prior supervisory experience.

Certifications: CPM, RPM, or other Property Management certification preferred.

Travel Requirements: Travels to regional offices and property sites as necessary and/or requested by supervisors.

Compensation: $115,000 - $120,000 annual salary. Actual compensation is influenced by a variety of factors including but not limited to skills, experience, qualifications, and geographic location.

Company Overview

Founded in 2004, Beacon Communities LLC is a privately‑owned real estate firm that develops, acquires, invests in, and manages a wide range of multifamily housing. Beacon currently owns and manages approximately 150 properties including affordable housing, market rate housing, and mixed income‑housing. Its developments range from new construction, to historic adaptive reuse, to the renovation of existing housing.

At Beacon, we strive to make a difference in our residents’ lives. We build outstanding communities that make enduring contributions to the vitality of our cities and towns. We create communities that serve a diverse cross‑section of our society. Our communities are healthy and vibrant. Why? Because they are planned with care, consideration, and compassion.

Benefits Offered

At the core of Beacon Communities is the talent on our teams, and we are committed to taking care of our team members so they can deliver great experiences to our residents. That is why we are proud to provide competitive compensation and comprehensive benefits that support a healthy life for you and your family when you join our team.

As a regular, full‑time employee at Beacon you can expect:

• Health & Wellness Benefits. We offer plans for quality medical, dental, and vision coverage to all employees regularly scheduled to work a minimum of 24 hours or more per week. HSA/FSA options are also available.
• Work‑Life Balance. On top of offering 13 paid holidays per year, we have an attractive paid time off policy that includes vacation days, personal days, sick time, wellness days, summer flex time, volunteer days and early close Fridays.
• Retirement planning. We offer a 401k program with a company match.
• 100% Company‑Paid Life Insurance. With affordable options to elect voluntary life, critical illness, hospital care or accidental injury coverage.
• Access to an Employee Assistance Program (EAP), Childcare & Eldercare Support, Career Development and Advancement Opportunities… and more!

Beacon Communities LLC is an Equal Opportunity Employer that seeks a diverse pool of candidates. We are committed to a policy of equal employment opportunity without regard to race, color, ancestry, national origin, religion, disability, gender, gender identity, sexual orientation, age, veteran status or other protected class. All qualified applicants are encouraged to apply. Beacon Communities LLC participates in the E‑Verify program.