Director of Regulatory Services and LegalPrimary Job Duties and Functions
The Director of Regulatory Services and Legal provides legal, tax, insurance, regulatory, and entity-management support across the company's principals, executive team, property management, investor relations, accounting, and human resources functions. Core areas of responsibility include:
- Entity Maintenance and Corporate Recordkeeping
- Form, amend, qualify, maintain, and dissolve domestic and foreign entities (corporations, partnerships, and LLCs) at the request of principals and attorneys.
- Prepare and file formation documents with state regulators; draft Operating Agreements, Bylaws, Organizational Consents, and stock certificates.
- Prepare IRS Form SS-4 and obtain EINs; register entities to do business as foreign entities in other jurisdictions.
- File annual reports and prepare annual minutes to maintain entity good standing; attend to Registered Agent maintenance and billing.
- Prepare Corporate Record Summaries and Organizational Charts for new entities; maintain and update the master entity schedule and notebook as changes occur.
- Prepare and file documents to amend formation documents, and to dissolve/withdraw entities upon property dispositions; secure partner signatures on new entity agreements.
- Set up and maintain shared-drive legal files and entity folders; prepare the Annual Entity Update for CPAs, attorneys, and other interested parties, reporting entity changes in real time and at year-end.
- Investor Relations and Securities Compliance
- Ensure investor subscription and qualification documents are properly filed and maintained within internal systems.
- Review Subscription Agreements and Purchaser Questionnaires for completeness and Accredited Investor qualification.
- Prepare Exhibit A schedules of investors, percentage interests, and capital contributions for Partnership/Operating Agreements; obtain partner signatures on agreements and amendments.
- Coordinate daily reporting of interest sales to securities counsel for SEC Form D and State Blue Sky filings.
- Analyze and process Investor Transfer of Interest requests: review governing agreements for permissibility, prepare Assignment and Assumption of Interest documents, obtain investor and GP/Manager signatures, and distribute fully executed documents to Investor Relations, Accounting, and outside CPAs.
- Maintain and annually update the schedule of investor transfers of interest for Investor Relations, Accounting, attorneys, and CPAs; assist with review of Business Plans and Private Placement Memoranda.
- Coordinate with Accounting to confirm investor funding dates for securities reporting.
- Support the Investor Relations team on investor inquiries, qualification/suitability, foreign status and withholding issues, equity raises, investor documentation, and interest-titling matters.
- Property Management Legal Support
- Provide legal support to Community Manager, Regional Property Managers, executive officers, and all departments on lawsuits, tenant/vendor disputes, and matters escalated from the field.
- Mitigate and resolve disputes; prepare Settlement Agreements and Releases; engage outside legal counsel as needed.
- Manage and oversee all lawsuits against company entities and property owners; monitor case progression and review/approve court filings and pleadings.
- Review contracts, negotiate new agreements, and handle contractual disputes and terminations.
- Receive and process property Incident Reports; evaluate and coordinate response; mitigate claims and losses; maintain the Incident Report Log.
- Advise on third-party insurance claims (e.g., against resident renters' or auto insurance) handled at the property level, and provide requested legal documentation (e.g., proof-of-ownership) and regulatory guidance to site teams.
- Regulatory Compliance and Licensing
- Respond to violation notices and complaints from regulatory/governmental agencies, including Housing Discrimination Complaints (investigate, compile supporting documentation, prepare and submit response, cooperate with inspections, and close the complaint) and Zoning/Building Code violations (review, cure, and secure resolution).
- Maintain and renew licenses for licensed entities, including General Contractor's License (biennial), hotel/liquor licensing (annual), and Collection Agency License (annual).
- Prepare and file U.S. Census Bureau report responses for the company; provide assistance with HUD reporting for affordable/regulated properties as applicable.
- Insurance Management and Risk Mitigation
- Manage annual procurement of property, liability, executive liability, and business insurance for the company, principals, and properties, including broker comparisons for competitive pricing and adequate coverage.
- Provide insurance premium estimates for property and corporate budgets.
- Process and manage all property/liability insurance claims, including lender impounding, vendor payments, and lien releases (coordinating with Accounting on fund processing).
- Coordinate with lenders to ensure insurance agents provide compliant Certificates of Insurance meeting loan requirements; lead loss-mitigation and safety monitoring protocols with property and maintenance teams.
- Acquisitions, Dispositions, and Refinancing
- Coordinate entity establishment and transaction documents with attorneys, the development team, lenders, and title companies.
- Assist with due diligence, insurance requirements, and business plan preparation for prospective transactions; obtain tax estimates for underwriting and maintain required utility bonds.
- Coordinate securities offering materials with attorneys and Investor Relations; assist with SEC and state Blue Sky securities filings and exemption filings.
- Provide loan prepayment terms and request payoff statements from lenders on dispositions and refinancings; support the property management team as needed throughout closing.
- General Support and Special Projects
- Support special projects requested by principals, the executive team, management teams, other departments (Operations, Accounting, Human Resources, Marketing, Administration, Resolutions/Collections), attorneys, and CPAs.
- Assist principals with personal legal matters, including real property transfers, purchases and sales; insurance procurement, claims, and billing; maintenance of asset schedules (real property, securities, vehicles, life insurance); entity formations/dissolutions; and transfers of interest.
Qualifications- Bachelor's degree from an accredited institution required. In lieu of a degree, a combination of relevant experience and education will be considered. A paralegal certificate or similar credential
- 8+ years of directly relevant experience in real estate - corporate in-house/legal environment. Preferably within the Multifamily or residential property management industry.
- Comfortable navigating sensitive, complex landlord/tenant/counterparty and Investor Relations communications with professionalism and discretion.
- Experience handling property damage, insurance claims, first-party claims, construction defect, or insurance litigation strongly preferred
- Knowledge of property insurance policies and the insurance claims process.
- Experience communicating with insurance carriers and adjusters.
