Administrative Assistant, Compliance

Position Summary

The Administrative Assistant, Compliance provides administrative and operational support to the Compliance Department. The role manages day-to-day office tasks, coordinates communication with customers and regulatory agencies, and supports team members so that compliance operations run smoothly and on schedule.

Working directly with the Compliance Manager and field staff, the Administrative Assistant ensures that departmental responsibilities are completed in a timely, accurate, and efficient manner.

Key Responsibilities

Team Support

• Work directly with the Compliance Manager and field staff to ensure departmental responsibilities are completed on time and to standard.
• Serve as the primary point of contact for the department, including answering and routing department phone calls.

Compliance Operations

• Verify each morning that the previous day's test results have been filed in the appropriate COMP folders in the database.
• Review prior-day results; make necessary corrections, convert them to PDF, prepare cover pages, and merge into final report packages.
• Notify customers of any deficiencies identified on prior-day jobs.
• Send completed results to customers, except where results are being delivered with the invoice.
• Track open deficiencies through to resolution.
• Prepare quotes and enter jobs into BuildOps.
• Request functionality testing with the Nassau County Department of Health (NCDH) and FDNY, and schedule witness test and pretest dates on the COMP calendar.
• Check the in-house EVO system daily.
• Prepare and furnish tank tags.
• Manage customer accounts and maintain accurate account records.
• Review compliance billing for accuracy before invoicing.

Regulatory and Reporting

• Prepare and submit compliance reports to regulatory agencies and customers within required timeframes.

Stakeholder and Cross-Functional Coordination

• Liaise with regulatory agencies, including the EPA, NYSDEC, FDNY, and county agencies.
• Communicate compliance status, environmental risks, and incident findings to customers clearly and professionally.

Qualifications

Required

• High school diploma or equivalent.
• Demonstrated ability to learn quickly.
• Willingness to learn department systems, procedures, and regulatory requirements.
• Attention to Detail and strong organizational skills 

Preferred

• Prior administrative experience in a compliance, environmental, or field-service setting.
• Experience with BuildOps or similar job-management software.
• Working understanding of environmental and petroleum storage regulations.

Skills and Competencies

• Computer skills: Proficiency with Microsoft Office (Word, Excel, Outlook), PDF editing tools, and database or job-management systems.
• Office skills: Strong organization, filing, scheduling, and record-keeping, with close attention to detail.
• Communication skills: Clear, professional written and verbal communication with customers, field staff, and regulatory agencies.
• Time management: Ability to prioritize daily deadlines and manage multiple open items at once.
• Discretion: Ability to handle customer and regulatory information confidentially.

Working Conditions

This is a full-time, on-site office position. Work is performed primarily at a desk using a computer and telephone for extended periods.

Equal Opportunity Statement

The company is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

This job description is not intended to be an exhaustive list of duties. Responsibilities may be modified as business needs require.