Compliance & Administrative Coordinator

Compliance & Administrative Coordinator

Immediate Mailing Services, Inc. is seeking a highly organized and detail-oriented Compliance & Administrative Coordinator to support both front office operations and Compliance department activities. This role serves as the first point of contact for visitors, employees, and vendors while also supporting onboarding, offboarding, access management, compliance documentation, and administrative coordination.

The ideal candidate is professional, dependable, organized, and comfortable handling sensitive information in a fast-paced environment requiring strong communication, confidentiality, and multitasking skills.

Key responsibilities include:

• Serve as the primary front office contact by greeting visitors, answering phones, and managing incoming communications professionally and confidentially.
• Support Compliance operations through document tracking, record maintenance, audit preparation, and administrative coordination.
• Assist with onboarding and offboarding activities, including documentation collection, access requests, and coordination with HR and IT.
• Maintain visitor logs, badge records, and sensitive files in accordance with company policies and security requirements.
• Coordinate meetings, calendars, and compliance-related administrative tasks across departments.
• Provide general office and administrative support, including filing, scanning, mail handling, and maintaining organized records.
• Identify and communicate process improvement opportunities related to administrative and compliance workflows.

Minimum Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of administrative, office support, receptionist, or compliance support experience preferred.
• Strong organizational skills and attention to detail.
• Ability to handle confidential and sensitive information professionally.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite.
• Experience with compliance documentation, audit support, onboarding coordination, or regulated environments is a plus.

Preferred Skills

• Ability to multitask and prioritize effectively.
• Strong interpersonal and customer service skills.
• Experience working in a compliance-driven or security-conscious environment.
• Familiarity with access management, onboarding processes, or regulatory frameworks such as HITRUST or SOC 2 is preferred.

Additional Responsibilities

Employees may be required to perform duties outside their primary responsibilities or assigned department, as reasonably requested by management. These duties may occasionally occur outside regular working hours, provided they align with applicable labor laws.

On-Call Requirements

If you are called in to work outside your regular schedule, you are expected to work at least four hours unless otherwise directed by management.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully.

• Primarily a sedentary office role with frequent use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• Requires the ability to sit or stand for extended periods, occasional light lifting (up to 15 pounds), and regular use of hands and fingers for typing and data entry.
• Visual acuity to read and produce reports, and ability to communicate effectively in a typical office environment.

Note

This job description in no way states or implies that these are the only duties to be performed by this position's employee(s). Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements. They are subject to possible modification to accommodate individuals with disabilities reasonably. Immediate Mailing Services, Inc. is an Equal OpportunityAffirmative Action Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, protected veteran status, immigration status, criminal history, height, weight, or any other protected category under applicable federal, state, or local laws. We are a drug?free workplace and comply with all applicable ADA requirements.