Compliance Administrator

We are seeking an organized, detail-oriented Compliance Administrator to support our technical services and daily operations.

Responsibilities include reviewing inspection reports, preparing regulatory filings, maintaining accurate records, coordinating schedules, and assisting with general administrative activities.

The ideal candidate has strong computer skills, excellent attention to detail, good communication abilities, and the ability to manage multiple responsibilities.

Previous compliance or industry-specific experience is helpful but not required. Training will be provided to help the right candidate develop the specialized knowledge needed for this position.

Compensation and Benefits

• $52,000–$72,000 annual salary, based on experience
• Full-time, office-based employment
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and paid holidays
• On-the-job training
• Opportunities to develop specialized knowledge of regulatory compliance, technical reporting, and fuel system operations

Key Responsibilities

Inspection Reporting and Documentation

• Review and process inspection reports, certified testing records, and field service documentation.
• Verify reports for accuracy, completeness, and consistency.
• Proofread reports for spelling, grammar, formatting, and clarity.
• Identify missing information, incorrect dates, discrepancies, and documentation errors.
• Communicate with field technicians to clarify information and resolve reporting issues.
• Ensure technical findings and testing information are verified with the responsible technician before corrections are finalized.
• Organize and maintain accurate customer records, testing reports, and supporting documentation.

Regulatory Compliance and Recordkeeping

• Prepare and submit regulatory compliance filings using established procedures and online reporting systems.
• Assist management with researching applicable regulations and reporting requirements.
• Track inspection schedules, testing records, regulatory submissions, and compliance deadlines.
• Maintain organized records of completed inspections, testing activities, and required filings.
• Monitor employee training and certification expiration dates.
• Assist with coordinating certification renewals and required training.

Administrative and Operational Support

• Assist with scheduling field technicians, customer appointments, and service activities.
• Prepare basic proposals, contracts, and related customer documentation.
• Maintain spreadsheets, calendars, electronic files, and other administrative records.
• Assist with QuickBooks Online and general office activities as needed.
• Provide backup support to the Office Administrator.
• Communicate with management, field personnel, and customers to support daily operations.
• Assist with other administrative responsibilities as assigned.

Job requirements

• Previous experience in administration, office support, reporting, or a related position; 2 or more years preferred.
• Strong proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Excellent written communication, proofreading, and organizational skills.
• Strong attention to detail and ability to recognize errors, missing information, and inconsistencies.
• Ability to manage multiple assignments and deadlines while maintaining accuracy.
• Good communication skills and the ability to work effectively with management, coworkers, and customers.
• Comfortable learning new software, electronic reporting systems, and administrative procedures.
• Ability to work independently, follow established procedures, and ask questions when clarification is needed.
• Dependable, professional, and committed to producing accurate, quality work.

Preferred Qualifications

• Experience reviewing technical reports, inspection records, or regulatory documentation.
• Familiarity with regulatory compliance, construction, environmental services, mechanical services, or related industries.
• Experience using QuickBooks Online.
• Experience preparing proposals, contracts, or similar business documents.
• Familiarity with online reporting systems or electronic recordkeeping.

Previous petroleum industry or regulatory compliance experience preferred, not required. We provide training to help the right candidate learn our procedures, reporting systems, and industry-specific requirements.

Candidates should be prepared to demonstrate basic Microsoft Office proficiency and administrative skills during the hiring process.

Why Join Hugh’s Mechanical Equipment?

Hugh’s Mechanical Equipment LLC serves commercial, industrial, municipal, and institutional customers throughout the Northeast.

Our administrative team plays an important role in supporting field operations, maintaining accurate records, and providing dependable service to our customers.

We offer a professional, team-oriented work environment where employees can develop new skills, take ownership of their responsibilities, and contribute to the continued success of the company.

We value individuals who are organized, dependable, willing to learn, and take pride in doing their work accurately and efficiently.

Equal Opportunity Employer

Hugh’s Mechanical Equipment LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity, sexual orientation, national origin, genetics, disability, age, or veteran status.

Pay: $52,000.00 - $72,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $52,000 - $72,000