Compliance Operations Coordinator

Position Summary

The Compliance & Administrative Coordinator is an entry-level operations support role responsible for accurate documentation, responsive customer service, data entry, client communication, and coordination of Legionella-related compliance workflows. The position supports customers, field personnel, management, and affiliate partners by maintaining organized records, processing results and documents, following up on contracts, communicating new services, collecting customer feedback, participating in weekly meetings, and helping ensure required work is completed accurately and on time.

Comprehensive training will be provided in company services, systems, and applicable compliance requirements.

Required Qualifications

High school diploma or equivalent required; associate degree, relevant coursework, or related experience preferred.

Entry-level candidates are welcome; administrative, customer service, environmental services, or compliance experience is helpful but not required.

Strong organization, time management, attention to detail, and ability to manage multiple deadlines.

Clear, professional written and verbal communication with a customer-focused approach.

Comfort with data entry, electronic records, web portals, and Microsoft Word, Excel, Outlook, and Teams.

Ability to follow procedures, work independently and collaboratively after training, and raise questions appropriately.

Ability to travel between assigned offices or attend occasional customer or field visits as required.

Preferred Qualifications

Experience with CRM, document-management, accounting, workflow-automation, or compliance software.

Familiarity with Quick Books, Adobe Acrobat, Microsoft Copilot, or form-building tools.

Interest in water treatment, Legionella compliance, environmental services, public health, or regulated operations.

Tools & Systems

Microsoft Office Suite, including Word, Excel, Outlook, Teams, and Copilot, as assigned.

Company CRM, accountability, workflow-automation, document-management, and PDF tools.

Customer and government compliance portals.

Working Conditions

Office and remote work in accordance with the assigned schedule and company policy.

Occasional visits to company offices, customer locations, or mechanical areas for training or operational support.

Extended computer, document-review, telephone, and email work may be required, with occasional overtime based on business or compliance needs.

Success in This Role

Accurate and timely documentation, data entry, and result processing.

Prompt, professional communication and consistent follow-through on open items.

Good judgment regarding when to act, ask questions, or elevate concerns.

Continuous learning and constructive suggestions for improving processes and customer service.

Key Responsibilities

Compliance Documentation & Results

Maintain accurate customer records, compliance documents, certificates, reports, and internal trackers.

Review, process, distribute, and upload Legionella results and required documentation using established workflows and portals.

Monitor deadlines and workflow status, follow up on missing information, and elevate technical or compliance concerns appropriately.

Provide requested records to customers, staff, and authorised officials while documenting notifications and completed actions.

Customer, Client & Administrative Support

Serve as a professional point of contact for routine customer questions, documentation requests, portal assistance, and service information.

Monitor assigned inboxes and telephone communications; respond, route, or address requests according to established procedures.

Prepare, proofread, and format agreements, proposals, contracts, reports, letters, meeting notes, and other business documents.

Complete data entry, filing, recordkeeping, routine reporting, and follow-up on outstanding documents and customer requests.

Client Communication & Relationship Support

Follow up on outstanding contracts, agreements, proposals, renewals, and required customer documentation.

Communicate approved new services, compliance programs, and service enhancements to existing and prospective clients.

Collect and document customer feedback, concerns, and service requests and coordinate follow-up with the appropriate internal teams.

Participate in weekly internal and customer-facing meetings, provide status updates, document commitments, and track action items.

Office & Operational Support

Maintain office and sampling-supply inventory and support the organization and…