Occupancy & Compliance Administrative Assistant

Abode • San Jose, CA

23h • Onsite

About The Position

Abode, one of the largest and effective nonprofits working to end homelessness in the Bay Area, is seeking an Occupancy & Compliance Administrative Assistant for our programs throughout the Bay Area. The Occupancy & Compliance Administrative Assistant provides centralized administrative and coordination support to the Occupancy & Compliance department. This role ensures accurate documentation, tracking, communication, and regulatory recordkeeping across the portfolio. The position also administers approval and tracks all reasonable accommodation and reasonable modification requests for the portfolio, ensuring compliance with Fair Housing, Section 504, ADA, and applicable federal, state, and local requirements. This role supports internal audit readiness, reporting accuracy, and workflow efficiency across Occupancy, Recertification, and Compliance functions. You will be surrounded by some of the most talented, supportive, smart, and kind leaders and teams - people you can be proud to work with. Abode Services regularly recognizes employees’ efforts, seeks employees’ input, and cares for employees as people with lives outside of work. We believe that we make better decisions and provide quality services when our workforce reflects the diversity of the communities in which we operate. People of color make up nearly 70% of our workforce and we strive to recruit and retain employees from all backgrounds.

Requirements

• High school diploma or equivalent required
• 2–4 years administrative experience in affordable housing, property management, or regulated environment preferred.
• Familiarity with Fair Housing, ADA, and Section 504 regulations strongly preferred.
• Experience with Yardi or similar property management software preferred.
• Strong organizational and documentation management skills.
• Ability to manage multiple deadlines across a multi-property portfolio.
• Reliable transportation or access to a vehicle is required to work in an office, attend in-person meetings, and offsite events.
• Excellent verbal & written communication, organizational, presentation and time management skills.
• Strong analytical and problem-solving, analytical interpersonal and decision-making skills with meticulous attention to detail.
• Proactive in identifying and proposing solutions to challenges encountered within the work scope.
• Confidentiality and discretion, professional judgment, and neutrality.
• Ability to work well independently and collaboratively with teams on projects and job requirements and successfully meet deadlines.
• Knowledge in both simple and complex mathematical concepts and be able to accurately apply this understanding in the performance of the job. Examples of these concepts include addition, subtraction, multiplication, division, fractions, percentages, and ratios.
• Experienced in interpreting technical instructions and applying these instructions through the accomplishment of job duties.
• Able to travel to properties to carry out duties and responsibilities associated with compliance and occupancy issues.
• Ability to handle daily responsibilities, multiple tasks, and projects with minimal supervision.
• Intermediate proficiency in all Microsoft Office programs, systems, and platforms, specifically Word, Excel, and Outlook, and in business and personal computers, and spreadsheet software applications.
• Proficient in compliance or property management software applications – specifically YARDI Voyager or other compliance software applications.
• Ability to learn and use required mobile devices and business-related applications.
• A high degree of emotional intelligence, cultural humility, with a proven track record to build and maintain effective relationships with a wide variety of internal and external contacts.

Nice To Haves

• Associate degree preferred.
• Familiarity with Fair Housing, ADA, and Section 504 regulations strongly preferred.
• Experience with Yardi or similar property management software preferred.

Responsibilities

• Provide administrative support to the Director, Senior Regional Specialists, and Managers within the HUB.
• Maintain centralized tracking logs for: Initial certifications, Recertifications (annual and interim), Audit findings and corrective actions.
• Monitor deadlines and send reminders related to compliance timelines.
• Assist with document collection and organization for file reviews.
• Prepare standardized correspondence related to occupancy and recertification processes.
• Support preparation of reports and dashboards for leadership.
• Serve as the centralized administrative coordinator for all reasonable accommodation (RA) and reasonable modification (RM) requests.
• Maintain portfolio-wide tracking logs of RA/RM requests and determinations.
• Ensure documentation of interactive process steps.
• Coordinate receipt of third-party verification documentation when required.
• Maintain secure records in compliance with confidentiality standards.
• Track approval timelines to ensure regulatory compliance.
• Coordinate with Facilities, Operations, and Project & Capital Planner when modifications impact physical structures.
• Support implementation and follow-up documentation once accommodation or modifications are approved.
• Ensure compliance with Fair Housing Act, Section 504, ADA, and applicable state laws.
• Maintain organized electronic and physical compliance files.
• Assist in preparation for internal/external audits, monitoring visits, and regulatory inspections.
• Track and document corrective actions and resolution timelines.
• Support file quality control processes as directed.
• Enter and update compliance-related information in Yardi and other tracking systems.
• Maintain centralized compliance dashboards.
• Generate reports related to certifications, deadlines, and accommodations.
• Monitor data accuracy and escalate discrepancies.
• Coordinate and facilitate communication with Occupancy Specialists, Recertification Specialists, Rent and Revenue Team, Facilities, and Operations teams to ensure documentation or approvals are timely and consistent.
• Maintain strict confidentiality of medical documentation and disability-related information.
• Ensure secure storage and access control of sensitive records.
• Support the Director in mitigating compliance risk related to fair housing matters.
• Maintains professional competence in affordable housing compliance reviewing principles and techniques; reviews and applies new or revised laws and regulations accordingly.
• Other duties as assigned.

Benefits

• 100% paid health, vision, and dental options
• 19 PTO days & 12 Holidays per year
• Voluntary benefits: FSA, EAP, Commuter Checks, Life Insurance, Legal, and more
• 3% retirement match/contribution
• Professional Development Trainings and Opportunities, Leadership Academy Programs, and All Staff Events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED