Office & Compliance Assistant - Portland or Medford, OR

Job Description

Job Description

We are seeking a highly organized and detail-oriented Office & Compliance Assistant to support daily office operations, compliance administration, PCI compliance activities, and service delivery coordination. This role serves as a key point of contact for visitors, employees, customers, and vendors while ensuring critical business documentation, compliance requests, and service-related activities are accurately managed and tracked.

The ideal candidate is proactive, customer-focused, and capable of balancing multiple priorities in a fast-paced environment. This position offers the opportunity to work across several business functions, including office administration, compliance management, customer support, and service delivery operations.

Pay: $23 - $26 hour DOE

Shift: Monday-Friday - 8am - 5pm or 7:30am - 4:30pm

Location: Portland OR Medford, OR

• Welcome and assist vendors, customers, candidates, guests, and delivery personnel in a professional and courteous manner.
• Notify employees of visitor arrivals, interviews, customer meetings, and deliveries.
• Maintain a clean, organized, and professional reception and guest area.
• Answer, screen, and route incoming calls and general office inquiries.
• Coordinate conference room scheduling, meeting setup, and visitor logistics.
• Support office events, customer visits, interviews, and internal meetings.

• Collect, sort, scan, and distribute incoming mail and correspondence.
• Process outgoing mail, packages, and shipping requests.
• Route invoices, checks, legal notices, compliance documents, and other important communications to appropriate departments.
• Maintain confidentiality when handling sensitive business and customer information.
• Organize and maintain electronic and physical document filing systems.

• Monitor and respond to routine compliance-related emails and document requests.
• Assist with Certificates of Insurance (COIs), Non-Disclosure Agreements (NDAs), W-9 forms, Due Diligence Questionnaires (DDQs), sales agreements, and other customer or vendor documentation.
• Track requests using spreadsheets and compliance management tools.
• Maintain organized compliance records and ensure current documentation is properly stored.
• Follow up with internal stakeholders to obtain required approvals and supporting information.
• Escalate legal, contractual, cyber insurance, high-risk, or unusual requests to the Director of IT & Compliance or the appropriate department.

• Assist with PCI compliance administration, documentation management, and evidence collection.
• Maintain compliance trackers, calendars, evidence repositories, and request logs.
• Collect and organize compliance evidence from internal teams and approved vendors.
• Support preparation of PCI compliance packages for internal reviews, assessors, banks, payment processors, auditors, customers, and other stakeholders.
• Track policy reviews, approvals, version control, and annual compliance requirements.
• Monitor employee PCI and security awareness training completion.
• Escalate suspected payment card data exposure, missing evidence, overdue remediation items, or other compliance concerns to the Director of IT.

• Coordinate day-to-day service delivery activities for assigned national and regional accounts.
• Support Service Delivery Managers and Account Managers in meeting contractual obligations and service level agreements (SLAs).
• Track service requests, preventative maintenance schedules, incidents, and escalations to ensure timely resolution.
• Serve as a customer point of contact for routine service updates, scheduling, and deliverables.
• Assist with account reporting, dashboards, and client communications.
• Collaborate with operations, field technicians, sales teams, and support staff to ensure successful service execution.
• Maintain accurate records of service activities, customer communications, and account documentation.
• Escalate critical customer issues and support timely resolution and follow-up.
• Contribute to continuous improvement initiatives that enhance customer satisfaction and operational efficiency.

• Monitor inventory and order office supplies, kitchen supplies, and related materials.
• Maintain organized supply, kitchen, and common areas.
• Report maintenance, safety, cleanliness, or facility concerns to the appropriate contacts.
• Assist with facility coordination and workplace support activities as needed.

• Perform other duties and special projects as assigned.

• Associates or Bachelor’s degree preferred.
• 1–3 years of experience in office administration, compliance support, customer service, service delivery coordination, or a related role.
• Equivalent combinations of education and relevant experience will be considered.

• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional customer service and interpersonal skills.
• Strong proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience maintaining spreadsheets, trackers, databases, and document repositories.
• Ability to handle confidential and sensitive information with discretion.
• Self-motivated with strong problem-solving and follow-up skills.
• Experience supporting compliance, audit, PCI, insurance, contract administration, or service delivery functions is a plus.

Benefits

Cook Solutions Group (CSG) provides our employees with the most comprehensive benefits program to enhance their quality of life. CSG employees enjoy competitive salaries; CSG pays 90% of the PPO insurance premium for the employee; 100% for a high deductible plan, and 50% for the dependents. Both plans have reasonable deductible levels and co-pay amounts; a 401(k)-retirement match; Paid Time Off (PTO); 8 paid holidays per year; 16 hours of Paid Time Off a year for volunteer time through the Cook Career Builders program; Technician benefits that include commute time, company vehicle and gas card, quarterly bonus program, tuition reimbursement and much more!

Why work at Cook Solutions Group?

We know our employees are what make our business succeed. That’s why we’ve cultivated a casual, upbeat environment that enhances productivity, satisfaction, and retention. We strive to provide the best, most equitable and cost-effective benefits for employees. New employees become eligible for benefits on the first of the month following the 60-day day waiting period who work a minimum of 30 hours per week.

Our employees are encouraged to take advantage of flexible scheduling, maintain a healthy work-life balance, and volunteer in their communities through our Cook Community Builders program.

Equal Opportunity

Cook Solutions Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis [“protected class”] including, but not limited to race; color; religion; genetic information; national origin; sex; pregnancy, childbirth, or related medical conditions; age; disability; citizenship status; uniform service member status; or any other protected class under federal, state, or local law.