ADMINISTRATIVE & COMPLIANCE ASSISTANT

Company Description Americover is a leading provider of polyethylene and plastic sheeting, serving contractors and distributors in construction and agriculture across the United States. The company focuses on American-made products that emphasize reliability, quality, and innovation. Americover supports projects from the ground up with durable solutions designed to protect and enhance work sites. Team members benefit from a responsive, customer-focused environment that values quick turnarounds and practical problem-solving. Joining Americover means contributing to a growing business that plays a critical role in project protection and performance.

ABOUT THE ROLE

We're building out our operations team and looking for an Administrative & Compliance Assistant to own the compliance, systems, data, and administrative functions that keep our business running smoothly. This isn't a sit-and-wait seat. You'll keep compliance, data, and systems running cleanly across the business, spotting the patterns others miss, proposing fixes, and following through until they stick. You'll work closely with our Operations Manager, earn trust through results, and help shape where this role goes next. If you take pride in getting the details right and in making things work better, you'll thrive here.

WHAT YOU'LL DO

• Be the go-to support for customers and our sales team: email/phone backup, order status and tracking, sample packs, catalogs, and outgoing mail

• Audit and enter vendor bills, and keep price lists, sales goals, and inventory figures current

• Own resale/exemption certificate and insurance certificate tracking, plus Build America, Buy America (BABA) compliance documentation for our government and infrastructure customers

• Audit data between Zoho CRM and QuickBooks for accuracy, catching errors and duplicates and resolving exceptions, with QuickBooks as the source of truth

• Lead our Microsoft 365 file cleanup (folder structure, permissions, duplicates) and set the standards that keep it organized

• Monitor EDI scorecards and resolve issues before they affect customers

• Serve as our first point of contact for IT issues and facilities vendors

• Keep our SOPs and policies current, spot recurring issues, and recommend process improvements

• Maintain and edit our company AI-use policy and approved-tool inventory, subject to leadership sign-off, and support AI-use training so our team uses these tools responsibly

• Support HR and Operations with the annual training calendar (safety, compliance, and AI use) and keep training records audit-ready

• Crosstrain from day one to reach full working proficiency in Order Processing, serving as primary backup coverage during absences

WHAT WE'RE LOOKING FOR

• 3+ years of steady administrative, office-management, or customer/order-support experience, with dependable attendance and follow-through

• Sharp attention to detail and comfort with recurring, detail-heavy work

• A friendly, professional phone presence, with the same relationship-building instinct toward coworkers and vendors, not just customers

• A systems power user who picks up new tools fast (CRM, QuickBooks/accounting software, Microsoft 365); Zoho and/or QuickBooks experience a plus

• Strong written communicator, comfortable drafting policy documentation and keeping pace with evolving compliance rules (BABA, state/federal, certifications)

• Trustworthy with confidential customer, payment, and company information, including good judgment about what shouldn't go into AI tools

• A proactive problem-solver who spots patterns and proposes fixes then routes them through the right person for sign-off

• A respected teammate who can help coworkers with new processes by explaining the "why" clearly and following up consistently

• Steady and resourceful under pressure works the problem through documented procedures before escalating

• Thrives in a small, family-run company, owns their work end-to-end, and is coachable as responsibility grows

• Willing and able to cross-train into Order Processing starting immediately, and to genuinely learn it, not just observe

COMPENSATION & SCHEDULE

$25-$30 hourly, depending on experience. Full-time, in-office in Escondido, CA, Monday–Friday, 7:30 a.m.–4:30 p.m. non-exempt/hourly.

Benefits include health and dental insurance, paid vacation, and 401(k).

TO APPLY

Submit your resume along with short answers (3–5 sentences each) to both of the following required questions. Please write them in your own words and include real details. We'll ask you to walk us through your answers during the phone screen, so specific beats polished.

“Describe a specific time you spotted a problem that wasn’t yours to fix. Name the system or document involved and what the error was. What did you do, and how did you decide whether to raise it or handle it yourself?”

“You notice the same coworker keeps entering customer records in Zoho with missing or misspelled information, which creates duplicates you have to clean up. You’re not their manager. How would you handle it?”

Applications without responses to both questions will not be reviewed. Qualified applicants will be invited to a short phone screen, followed by an in-office interview that includes a brief hands-on exercise reviewing sample documents for errors.

To apply, send your resume and answers to View email address on click.appcast.io with “Administrative & Compliance Assistant” in the subject line.

Americover is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic. Qualified applicants with criminal histories will be considered in accordance with the California Fair Chance Act.