Compliance Coordinator

Position Summary

The Compliance Coordinator is responsible for overseeing and coordinating the company’s licensing, insurance, bonding, registration, and regulatory compliance requirements across multiple jurisdictions and business units. This role ensures the organization maintains all required authorizations to operate, supports uninterrupted project execution, and mitigates compliance‑related risk.

The position serves as a central point of contact between internal departments, regulatory agencies, insurance brokers, and third‑party partners, managing renewals, documentation, payments, and compliance tracking systems. Success in this role requires strong organizational skills, attention to detail, proactive deadline management, and the ability to resolve issues quickly to prevent operational disruption.

Manage end‑to‑end contractor registration and renewal processes across multiple municipalities, including:

• Reviewing municipality‑specific registration requirements (application, COI, bond, fees, etc.)
• Monitoring for updates to registration or permitting requirements via municipal websites
• Completing and submitting applications via:
  Mail (including check payment processing)
• Online portals
• Email submission with invoiced payment
• Coordinating payment processing:
  Entering vouchers in accounting system when payment by check is required
• Requesting check issuance and mailing
• Processing online or phone credit card payments when applicable
• Uploading registration/license documents to Salesforce
• Updating license numbers, expiration dates, and municipality‑specific requirements in Salesforce as needed
• Maintaining accurate internal records of registration status

• Track municipalities requiring proof of registration for Home Depot projects
• Provide updated license documentation to Home Depot Program Manager for portal uploads
• Ensure timely submission to prevent project delays and potential incurred fees

Serve as the primary point of contact for municipalities and third‑party permitting partners.

• Respond to municipalities regarding:
  Registration status, Expired registrations, Missing documentation, Permitting issues
• Investigate and resolve lost registration submissions (e.g., confirm check status, coordinate void and reissue, resend complete registration packets)
• Manage correspondence related to online permitting portals (permit status, inspection results, registration updates)
• Support 3rd party permitting partners by resolving:
  First‑time registrations, Documentation discrepancies, Proof‑of‑registration requests, Incorrect claims of expired status

Prepare and coordinate signed Letters of Intent on company letterhead when needed. Ensure documentation includes:
Project location, Scope of work, Signature of appropriate company contact. Submit to municipalities as required during permit applications.

• Certificates of Insurance (COIs):
  Ensure accurate municipality contact information is maintained in COI portal; confirm automatic distribution of renewal COIs upon policy renewal; respond to municipal requests for updated COIs; upload renewal COIs to Salesforce.
• Bonds:
  Review monthly bond expiration reports from broker to determine which bonds require renewal; coordinate invoice processing for bond renewals; upload renewal bonds to Salesforce; maintain tracking of bond expiration dates.

• Manage monthly vehicle registrations (high‑volume periods: December & June)
• Distribute renewed vehicle registrations to drivers prior to expiration
• Ensure accurate documentation and timely renewals

• Oversee DOT compliance requirements, including maintaining accurate vehicle documentation and monitoring renewal deadlines
• Ensuring adherence to applicable federal and state transportation regulations to maintain operational readiness and avoid penalties

• Oversee subcontractor onboarding processes
• Maintain accurate subcontractor records and compliance files
• Oversee subcontractor insurance compliance and documentation tracking