Administration and Compliance Support Associate

Administration and Compliance Support Associate

About the Organization With a growing workforce of more than 600 team members, The Peabody Companies manages more than 14,650 units of residential housing. We offer property management, leasing, marketing, facility maintenance, accounting and finance, compliance, quality assurance, as well as sales and brokerage services. Our portfolio includes conventional and multi‑family housing (single high‑rise to scattered sites), senior communities, veteran's housing and supportive housing services.

We are a management company that truly does it all, and we continue to grow.

OUR VISION: We put the HOME in housing.

OUR MISSION: To deliver exemplary service through:

• FISCAL responsibility to our clients;
• INTEGRITY in all aspects of our business practices;
• STABILITY for 45+ years of meeting our client's business needs;
• HUMILITY in relationships with clients, residents and employees and a commitment to always listen.

Peabody Properties, a well-established leader in housing, is seeking an Administration and Compliance Support Associate. This role provides comprehensive support to the Senior Director, ensuring the organization remains in full alignment with state and federal housing laws, governmental regulations, and internal policies.

The ideal candidate will be a proactive professional capable of managing sensitive information and complex projects with minimal supervision. This role is a cornerstone of our compliance infrastructure, requiring a blend of technical system management, policy drafting, and inter‑departmental coordination.

Regulatory Compliance & Resident Relations

• Hearings & Notifications: Manage the response process for Predetermination Hearings involving potential criminal activity and Fair Housing concerns. Draft and issue formal approval/denial notifications in strict accordance with PPI Policies and Procedures.
• Policy Development: Draft, edit, and maintain Resident Selection Plans and Limited English Proficiency (LEP) policies. Conduct regular audits of property sites to ensure field‑level compliance with these standards.
• Regulatory Reporting: Assist in the preparation of standard reporting for state, federal, and local agencies. Ensure Compliance and Property Managers respond to regulatory inspections in a timely and effective manner.

Systems Coordination & Database Management

• Agency Liaison: Serve as the primary coordinator and administrator for Federal, State, and Local systems, including but not limited to SAMS, EOHLC (State Occupancy Reports), RI Housing, Mass Housing, and the City of Boston Census.
• Access Control: Manage user access, credential maintenance, and terminations for Mass Access and other proprietary state/local databases.
• Data Integrity: Maintain organizational databases related to property lease‑ups, inspections, and new development data. Manage annual registration and maintenance of DUNS/UEI numbers within the federal SAM system.

Operational & Executive Support

• Communications: Draft confidential correspondence, legal notices, and internal memoranda. Collaborate with the Senior Director to write and distribute periodic newsletters regarding policy updates to the department.
• Development Support: Assist in the lease‑up phase of new developments by preparing Property Fact Sheets, coordinating utility allowances, and generating relevant reports for owners and investors.
• Administrative Oversight: Proactively manage conflicting priorities and project deadlines. Provide front‑desk coverage at the Corporate Office as required to ensure seamless business operations.

• 3–5+ years of experience in administrative support, preferably within affordable housing, legal, or regulatory compliance sectors.
• Advanced knowledge of database administration and fluency in housing‑specific platforms (EOHLC, SAMS, etc.) is highly preferred.
• Proven ability to handle highly sensitive and confidential information with professional integrity.
• Exceptional writing and editing skills, with the ability to translate complex regulations into clear, actionable policies.
• Strong organizational skills with the ability to work under…