Compliance Administrator

Job Description

Job Description

Purpose of Job

The Compliance Administrator is responsible for supporting the organization's regulatory, customer, and operational compliance programs. This position ensures company documentation, certifications, training records, and compliance requirements remain accurate, current, and audit-ready.

The Compliance Administrator works closely with Operations, Human Resources, Safety, and management to maintain compliance with federal, state, customer, and internal company requirements, supporting the broader safety and compliance function led by the EHS Director.

Job Components

Regulatory Compliance

• Maintain compliance with applicable federal, state, and local regulations.
• Monitor regulatory changes and communicate updates to management.
• Assist in implementing new compliance requirements and procedures.
• Support OSHA, DOT, and other regulatory compliance initiatives.

Customer Compliance

• Maintain customer compliance portals and prequalification systems.
• Upload and update required documentation, including safety statistics, insurance certificates, training records, and certifications.
• Monitor portal expiration dates and ensure timely renewals.
• Respond to customer compliance requests and documentation requirements.

OSHA Documentation

• Maintain OSHA injury and illness records (300, 300A, and 301 logs).
• Organize inspection reports, corrective actions, and regulatory documentation.
• Assist with OSHA reporting requirements and record retention.
• Support incident documentation and regulatory filings.

Training Records Management

• Maintain employee training records and learning management systems.
• Schedule required regulatory and customer-required training.
• Track recurring training requirements and notify supervisors of upcoming expirations.
• Prepare training reports for management and customers.

Certification Tracking

• Track employee certifications, licenses, and qualifications.
• Monitor expiration dates for certifications including OSHA, First Aid/CPR, equipment qualifications, and other required credentials.
• Coordinate renewal training and documentation.
• Maintain certification databases.

Audit Preparation

• Prepare documentation for internal, customer, insurance, and regulatory audits.
• Perform periodic compliance reviews to ensure documentation accuracy.
• Track corrective actions resulting from audits.
• Assist departments in maintaining audit readiness.

Policy Administration

• Maintain company policies and procedures.
• Coordinate policy revisions and document approvals.
• Ensure employees receive updated policies.
• Maintain policy revision history.

Document Control

• Maintain controlled documents using established document control procedures.
• Ensure current revisions are available throughout the organization.
• Archive obsolete documents according to company retention requirements.
• Organize compliance documentation for easy retrieval.

Compliance Reporting

• Prepare monthly and quarterly compliance reports.
• Track key compliance metrics and performance indicators.
• Maintain compliance dashboards and management reports.
• Assist leadership with regulatory reporting as needed.

Employee Onboarding

• Coordinate compliance-related onboarding activities for new employees.
• Ensure required training, acknowledgments, and documentation are completed.
• Verify completion of regulatory and customer-required onboarding requirements.
• Maintain onboarding records.

Certificates of Insurance (COIs)

• Coordinate requests for Certificates of Insurance.
• Track customer insurance requirements.
• Work with insurance providers to obtain updated certificates.
• Maintain COI records and expiration tracking.

DOT Compliance

• Maintain Driver Qualification Files (DQFs).
• Track Commercial Driver License (CDL) requirements.
• Monitor medical certificates, motor vehicle records, and annual reviews.
• Coordinate DOT drug and alcohol testing documentation.
• Assist with FMCSA compliance requirements and recordkeeping.

Qualifications

Education

• Associate's degree in Business Administration, Occupational Safety, Human Resources, or related field preferred.
• Equivalent combination of education and experience will be considered.

Experience

• 2-5 years of experience in compliance, safety administration, human resources, quality systems, or related administrative roles.
• Experience maintaining customer compliance portals is preferred.
• Experience with OSHA and DOT compliance documentation is highly desirable.

Knowledge

• OSHA recordkeeping requirements.
• DOT/FMCSA compliance requirements.
• Customer prequalification systems (ISNetworld, Avetta, Veriforce, PEC, etc.).
• Document control practices.
• Regulatory record retention requirements.
• Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).

Skills

• Exceptional organizational and time management skills.
• Strong attention to detail.
• Excellent written and verbal communication.
• Ability to manage multiple deadlines simultaneously.
• Strong analytical and problem-solving abilities.
• Ability to maintain confidential information.
• Customer service oriented with strong interpersonal skills.

Preferred Certifications

• OSHA 30-Hour General Industry or Construction
• Certified Occupational Safety Specialist (COSS)
• Certified Compliance & Ethics Professional (CCEP) (preferred)
• DOT Compliance Training Certificate
• First Aid/CPR Certification (preferred)

Supervisory Responsibility

This position does not have supervisory responsibility.

Scope Data

• Provides compliance administration support across the organization's offices and field operations.
• Operates under the direction of the EHS Director, with moderate autonomy in day-to-day task execution.

Key Performance Indicators (KPIs)

• 100% on-time customer portal compliance submissions.
• Zero overdue employee certifications.
• Training completion rate of 98% or greater.
• Successful completion of customer and regulatory audits.
• OSHA logs maintained accurately and submitted on time.
• DOT files maintained at 100% compliance.
• Policy revisions completed within established timelines.
• Compliance reports submitted by scheduled deadlines.

Work Environment

• Primarily office-based, with prolonged periods of sitting and computer work.
• Occasional lifting up to 25 pounds.
• Occasional travel to company locations for audits or training.
• Ability to file, organize, and retrieve records.