Division Administrator

MCB Real Estate (“MCB”) is a privately held, fully integrated national real estate development and investment company based in Baltimore, MD. As a vertically integrated company with internal development, construction, and commercial property management divisions, MCB is involved in all facets of the real estate investment cycle. MCB manages approximately $3bn of real estate assets on behalf of its primarily institutional investment base.

MCB believes in merit-based employment decisions that provide equal access to all employees and applicants, including ensuring that this access prohibits unlawful discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Additionally, we are committed to fostering, cultivating, and preserving a workplace culture that respects each individual employee’s contribution to our workplace. We embrace and encourage our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique.

This employment practice of ensuring equal access applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, layoff, termination, recall, transfer, leaves of absence, compensation and training.

JOB Summary

The Division Administrator plays a vital role in supporting the Senior Managing Director and the broader Property Management division by ensuring smooth day-to-day business operations across people, projects, and processes. This position is a key departmental operations role, helping drive efficiency, consistency, and internal communication and requires discretion and independent judgment in the performance of the job requirements.

The Division Administrator manages cross-functional workflows, keeping documentation up to date, tracking projects, and ensuring that the team has the right tools, schedules, and structure in place to operate effectively.

Key Responsibilities – the following is not an all-inclusive list of job responsibilities and other job-related duties may be added or changed at any time by MCB to support business needs.

Departmental Coordination & Scheduling

• Prepare, publish, and maintain agendas for recurring team meetings, leadership check-ins, and cross-departmental collaboration sessions.
• Track and follow up on action items and deliverables from meetings.
• Coordinate with internal and external stakeholders to schedule meetings, training, and events as needed for the division.
• Maintain a primary calendar for the division’s recurring meetings, critical project deadlines, and key reporting cycles.
• Ensure timely preparation and distribution of pre-read materials and presentations ahead of meetings

Project Tracking & Support

• Maintain and monitor division-wide project trackers, ensuring visibility and accountability across initiatives.
• Collaborate on special projects by helping gather documentation, manage timelines, and coordinate communication between departments.
• Collaborate in division-wide initiatives such as onboarding new properties, launching new policies, or implementing new systems.
• Create and maintain dashboards or simple reports that track team progress against strategic goals or operational metrics.
• Manage documentation and close-out processes for completed initiatives to ensure knowledge transfer and future reference.

Process & Documentation Management

• Maintain and update internal operations manuals, best practice documents, and team reference materials.
• Ensure consistent use of templates, procedures, and protocols across the division.
• Liaise with IT, HR, Finance, and other internal teams to support process alignment, troubleshooting, or cross-functional updates.
• Coordinate annual or quarterly policy and procedure reviews to ensure documents remain current and relevant.
• Collaborate in the rollout of new systems or tools by helping create user guides, tracking training participation, and gathering feedback.

Communication & Reporting

• Draft internal communications on behalf of the Senior Managing Director, including memos, status updates, and meeting recaps.
• Coordinate as needed internal surveys, audits, or pulse checks on behalf of leadership.
• Manage preparation of presentations, performance updates, and reporting materials as needed.

Administrative & Organizational Support

• Maintain shared team resources such as calendars, SharePoint folders, distribution lists, and contact sheets.
• Ensure filing systems are well-organized and current across the division’s platforms.
• Administratively support internal events, training programs, or team-building efforts.
• Monitor and manage distribution of team announcements, reminders, and standardized communication templates.

Qualifications & Skills

• Education: Minimum of Associate’s degree; Bachelor’s degree preferred; may substitute equivalent experience in lieu of higher degree level.
• Experience: Minimum of 3 years with progressively increased responsibility in an office, project management, or team operations role, ideally supporting a business unit or department leader.
• Technology: Proficiency in Microsoft Office365 suite (Outlook, Word, Excel, PowerPoint), SharePoint, Teams; familiarity with project management tools (e.g., Monday.com, Asana, Smartsheet) is a plus.
• Communication: Excellent written and verbal communication skills; ability to communicate on a professional level, verbally and in writing, on behalf of leadership.
• Organization: Strong time management, multi-tasking, and prioritization abilities; ability to effectively manage others and keep project deadlines on track.
• Confidential Information Management: Ability to understand confidential nature of information and to handle information discreetly and professionally; able to use tact and discretion in dealing with confidential or sensitive matters.
• Initiative: Self-starter and solutions-oriented, detail-focused, and committed to team success.

Work Environment & Physical Requirements

• In-office presence expected during core business hours.
• Occasional travel between offices or to off-site team events as needed; ability to travel independently by standard modes of transportation.
• Duties primarily performed in an office setting, open workspace, medium noise transfer.
• Extended periods of sitting and computer/keyboard use; reading documents; spreadsheet calculations; phone and other electronic equipment use; typing dexterity needed; minimal lifting (<20 lbs.)

Term of Employment Notices: All job offers with MCB are contingent upon receipt of satisfactory background reports. Background reports include federal and state criminal, identity, and in certain job categories will include credit, and/or driving record. All employees are required as a term of employment with MCB to sign a Confidentiality Agreement.