Home is the foundation for everything in life. Since 1971, our model has been about supporting residents in finding stability and achieving their goals. It’s why we’re more than housing—we combine quality affordable homes with our on-site Advantage Services—because we believe that with the right support and opportunities, all people can thrive. Today, over 13,000 people—families, seniors, veterans, and people with disabilities and other barriers—call a CommonBond community “home.”  Our core values are Respect, Integrity, Partnership, Innovation, and Excellence. We live these values and look for people who embody them to represent our organization in the community. If this sounds like you, please consider joining our team.  

Why CommonBond Communities?

Work-life balance Competitive salary Employee referral program Comprehensive benefits package Employee recognition and rewards program A respectful and growth-oriented workplace A chance to make a difference in the community! Ongoing training and professional development

 

ESSENTIAL JOB FUNCTIONS AND ASSOCIATED TASKS

Leadership & Supervision

1. Effectively perform or delegate duties outlined in this job description.

2. Direct and provide administrative support to EVP of Real Estate and business line directors, and real estate team members as assigned.

3. Ensure responsive front desk services (greeting visitors, processing documents for Central Filing,

maintaining communication flow and business processes; processing cash receipt).

4. Supervise, develop, mentor, and evaluate direct reports, providing guidance, support, mentorship, and strong technical support. Monitor workflow and workload of team members, provide clear direction and expectations and constructive feedback in a timely manner. Problem-solve issues that arise, prioritize workload, and ensure special projects are completed accurately and in a timely manner

5. Work with Real Estate leadership to create and sustain a culture that inspires others and motivates teamwork to achieve goals.

6. Develop and maintain strong internal relationships with CommonBond colleagues. Promote and ensure a collaborative, professional, and positive can-do approach among administrative and other staff across the organization that supports consistent outcomes and strengthens CommonBond.

7. Develop appropriate administrative policies, systems, and reports to ensure transparency, accountability, and equity in all aspects of administrative functions.

8. Maintain professional and positive working relationships with lenders and investors.

 

Reporting, Data, and Systems Maintenance

1. Prepare and submit all required monthly, quarterly, and annual reports to investors and lenders (e.g., tax exempt bond reporting; occupancy reports; EQII reports; Capital Magnet fund; NeighborWorks, etc.)

2. Work to establish and maintain automatic report submission to the greatest extent possible

3. Serve as coordinator for all state and federal platforms (e.g., iREMS, Port, RightSource, etc.)

4. Ensure portfolio data is maintained accurately in Voyager.

5. Manage utility allowance processes.

6. Ensure proper system administration for entity maintenance (e.g., SAMS, UEI, etc.)

7. Maintain updated project pipeline and departmental status reports and distribute as assigned.

8. Create vendor/consultant contact database, and process and reconcile vendor payment requests.

9. Perform other data entry duties and run related reports as assigned.

 

General Administrative Functions

1. Provide organizational/administrative assistance (check requests, meeting scheduling, open house assistance, expense reports, travel arrangements, etc.)

2. Coordinate all audit meetings, track and maintain audit database in Voyageur (e.g., reports, finding, and close-out, etc.)

3. Collect, organize, and maintain Real Estate department policies and procedures files to ensure department is utilizing current forms and processes.

4. Implement and maintain paper and electronic filing systems.

 

Development and Other Projects

1. Assist with gathering pre-development data, conducting market research, preparing property profiles, and other due diligence as assigned.

2. Assist in preparation and submittal of applications for federal, state, and local funding; and submit follow-up requests, and required reports to same as assigned.

3. Assist with obtaining required closing documentation, as requested (e.g., zoning letters, utility letters, SHPO letters, tax statements).

4. Prepare draw requests (development projects, reserves, operating support such as Housing Trust Fund, etc.) Ensure proper distribution both internally/externally; track expenses.

5. Track project application deadlines.

6. Assist with neighborhood notifications for community meetings (i.e., mass mailings).

7. Assist with temporary relocation for rehabilitation projects as assigned.

8. Assist with miscellaneous project closings (marketing, utility transfers, signatures, etc.)

9. Complete property reserve draw requests

10. Respond to investor questions as appropriate.

11. Serve as EIV Coordinator

12. Coordinate all audit meetings, track and maintain audit database in Voyageur (e.g., reports, finding, and close-out, etc.)

 

MINIMUM REQUIREMENTS

· Minimum three years progressive administrative experience in fast-paced office.

· Computer proficiency to utilize numerous software packages (Yardi, Microsoft Office, etc.),

· Demonstrated supervisory experience.

· Quick study of other software.

· Ability to set work priorities, work independently, take initiative, and problem solve with minimal supervision.

· Strong organizational skills and demonstrated ability to manage multiple tasks and details simultaneously.

· Demonstrated oral and written communication skills are required to conduct research, design presentations/graphics materials, generate reports, compose professional correspondence, and respond to information requests from a wide range of internal and external contacts.

· Excellent customer service skills to respond to inquiries from a variety of internal and external stakeholders.

· Professional attitude and work habits.

· Ability to identify, and use discretion with, confidential information.

· Must have access to reliable transportation.

· Flexibility to work occasional early mornings or evenings.

· Ability to work collaboratively and professionally in a team environment and across teams.

· Background in real estate development and/or financing preferred.

 

PHYSICAL REQUIREMENTS

· Ability to sit for extended periods of time

· Ability to type data into a computer

· Ability to lift up to 15 pounds

· Ability to climb stairs