Senior Administrative Assistant (Compliance)

Job Description

Job Description

This role oversees and coordinates compliance across all business areas including vendor onboarding, customer onboarding, safety, business insurance, as well as act as the administrative support of the executive team ensuring efficient handling of key administrative responsibilities vital to the organization’s success.

To be successful in this role, you will need excellent written and verbal communication skills, as well as competency in Microsoft Office applications such as Word and Excel. Prior experience as an administrative assistant is required with experience in compliance preferred.

Essential Duties

• Provide compliance and administrative assistance through the completion of a wide variety of administrative tasks.
• Verify vendor and subcontractor insurance coverage and maintain tracking of expiration dates and requirements.
• Manage onboarding for vendors and customers, including collection and validation of W-9s, certificates of insurance, licenses, and required documentation
• Maintain accurate, organized, and audit-ready compliance records across all systems.
• Coordinate state and local tax registrations and compliance requirements across multiple jurisdictions
• Onboard new customers, sub-contractors and vendors through the compilation and data entry of required information into our various systems to ensure proper set-up.
• Complete various business insurance related requests to and from our providers to ensure timely coverage and project and business support.
• Track and maintain various customer, vendor, and safety compliance information to ensure up to date information and materials are provided to ensure compliance.
• Source, organize and manage corporate travel for technicians, candidates, and office staff as needed.
• Act as a key point of contact between Matrix-NDI and external partners
• Provide project support for the executive team through the compilation of information into understandable and professional presentations.
• Develop efficient procedures and processes in support of the organization

• Other duties as assigned.

Qualifications

• High School Diploma or GED equivalent
• 3+ years prior experience in an administrative support role with compliance experience preferred.
• Excellent written and verbal communication skills
• Competency with Microsoft applications including Word, Excel, and Outlook
• Strong leadership skills and organizational skills with the ability to multi-task
• Attention to detail and problem-solving skills
• Ability to conduct yourself in a professional manner at all levels of the organization and externally
• Ability to maintain the highest level of confidentiality