Coordinator Compliance & Office Support Coordinator

Employment Type: Full-Time, Hourly (Non-Exempt)

Work Location: Central Office

Reports To: Vice President of Operations

Employment Type: Full-Time, Hourly (Non-Exempt)

Work Location: Central Office

Reports To: Vice President of Operations

The Compliance & Office Support Coordinator is responsible for overseeing subcontractor compliance, employee onboarding compliance, licensing administration, and general office support functions. This role serves as the central point of coordination for subcontractor onboarding, regulatory compliance, business licensing, and workforce documentation while supporting Human Resources, Operations, and Project Management.

• Ensure all subcontractors submit required documentation before mobilization, including Master Service Agreements (MSAs), Certificates of Insurance (COIs), business and trade licenses, W-9 forms, and other compliance documentation required to meet project and regulatory requirements
• Maintain accurate subcontractor records and compliance files within company systems.
• Monitor expiration and renewal dates for Certificates of Insurance, licenses, permits, and other compliance documents to ensure continuous compliance
• Communicate with subcontractors regarding missing, expiring, or incomplete documentation and resolve compliance issues in coordination with internal departments and external providers
• Coordinate with Project Managers to verify subcontractor compliance and identify project-specific licensing and permitting requirements before project start dates
• Obtain, renew, and maintain all required company licenses and permits, including business, contractor, city, county, state, and project-specific registrations
• Maintain company compliance customer compliance portals by uploading, updating, and monitoring required documentation
• Maintain organized compliance records and documentation to support audits, customer requests, and regulatory requirements
• Coordinate employment eligibility verification, maintain I-9 compliance, complete required state new hire reporting, and assist with employee onboarding documentation
• Maintain confidential employee records in accordance with company policies and applicable regulations
• Monitor employment applications, distribute qualified candidates to hiring managers, and assist with interview scheduling and hiring communications
• Monitor and manage multiple company email inboxes, ensuring timely responses and routing requests to the appropriate departments
• Answer incoming phone calls and provide professional customer service
• Prepare documents, maintain organized electronic and paper filing systems, and assist with records management
• Order office supplies and provide general office administrative support
• Collaborate with Human Resources, Project Management, Accounting, Operations, and Safety to ensure compliance with federal, state, and local regulations
• Identify opportunities to improve administrative and compliance processes to increase efficiency
• Maintain strict confidentiality of employee, subcontractor, customer, and company information
• Perform additional duties and special projects as assigned

• Bachelor's Business Administration, Human Resources, Construction Management, or a related field preferred; equivalent work experience may be considered
• Minimum of 2 years of experience in compliance, office administration, construction administration, HR support, or project administration
• Experience obtaining and maintaining business licenses, permits, regulatory records, and working with municipalities to ensure compliance with local, county, and state requirements
• Experience with contractor compliance management platforms such as Avetta and ISNetworld is a preferred
• Experience coordinating subcontractor onboarding and compliance documentation.
• Experience maintaining business licenses, permits, and regulatory records
• Strong organizational and document management skills
• Proficiency with Microsoft Office Suite, including Excel, Outlook, Word, and Adobe Acrobat.
• Excellent written and verbal communication skills
• Ability to manage multiple priorities while meeting deadlines
• High level of attention to detail and accuracy
• Ability to work independently and follow direction
• Professional and dependable with a team-oriented mindset

This position is primarily performed in an office environment and requires the ability to remain seated for extended periods while performing computer-based tasks. The employee will regularly use a computer, telephone, and standard office equipment. The position may occasionally require standing, walking, bending, reaching, and lifting or moving office materials weighing up to 25 pounds. The employee must be able to perform tasks requiring visual attention and hand coordination, including extended use of computer systems and other office equipment.

The physical demands described are representative of those required to successfully perform the essential…