Compliance Associate

The Compliance Associate supports the Product Safety Engineering Compliance organization by coordinating and administering non-technical activities related to domestic and international product safety certifications. This role serves as a liaison between engineering teams, third-party certification agencies, and internal stakeholders to ensure certification projects remain on schedule and compliant with applicable regulatory requirements. Responsibilities include managing compliance documentation, coordinating certification activities, maintaining compliance systems and records, and supporting financial processes associated with certification services.

Position Responsibilities may include;  

• Coordinate all Annual Unlisted Component Testing Program, including sample procurement, collaboration with Design Engineering, and shipment logistics to testing laboratories.
• Administer the Safety & Regulatory (S&R) Missing and Damaged Label Replacement process by interfacing customers, certification agencies, and internal quality teams to ensure timely label replacement and regulatory compliance.
• Schedule and facilitate recurring technical review meetings between Design Engineering and third-party certification agencies, including agenda preparation and follow-up action tracking.
• Maintain the Product Safety Compliance SharePoint environment, ensuring project tracking documents, regulatory standards, certifications, and controlled documentation remain current and accessible.
• Create and manage purchase requisitions and purchase orders through the Coupa system on behalf of Compliance Engineers and the Product Safety Compliance team.
• Partner with vendors, Procurement, and Accounts Payable to resolve invoice discrepancies and ensure timely payment processing.
• Prepare and submit documentation required for annual Energy Star certifications and other regulatory registration programs.
• Coordinate submission packages and supporting documentation for SCAQMD certifications and Massachusetts product registrations.
• Manage purchase orders associated with annual, quarterly, and maintenance-related certification and listing fees.
• Support annual international certification activities, factory audits, and associated testing programs by coordinating documentation and communication with certification agencies and internal stakeholders.
• Monitor project schedules and certification milestones to help ensure timely completion of compliance activities and product approvals.
• Maintain accurate records of certifications, reports, correspondence, invoices, and regulatory documentation in accordance with internal quality requirements.
• Provide administrative and project coordination support for regulatory, certification, and compliance initiatives as assigned.
• Provides support for all product safety compliance activities as directed by the team lead, manager, or director.
• Perform additional projects/duties to support ongoing business needs.  

Nature & Scope: 

• Possesses a broad theoretical job knowledge typically obtained through advanced education   
• Has no discretion to vary from established procedures by performing structured work assignments   
• Work is closely supervised   
• Problems faced are not typically difficult nor complex   
• Explains facts, policies and practices related to job area   

Knowledge & Skills:

• Strong project coordination and organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent interpersonal, collaboration, and conflict-resolution skills.
• Strong written and verbal communication skills with the ability to effectively interact with all levels of the organization.
• Proficiency in technical documentation, report preparation, and presentation development.
• Customer-focused mindset with a commitment to building productive working relationships.
• Sound judgment and decision-making skills with the ability to work independently under general supervision.
• Advanced proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Project.
• High level of attention to detail and accuracy; effective problem-solving skills  
• Ability to multitask and work independently with little supervision  
• Strong organizational and time management skills including effective prioritization skills  
• Ability to use discretion and handle sensitive confidential information  
• Positive, professional attitude, with ability to diffuse negative situations  
• Professionalism – patience, poise, and tact  
• Always displays confidence and control   
• Ability to thrive in a faced paced, constantly changing environment  
• Ability to apply strong work ethics and integrity on the job   

Experience 

• 0-2 years of customer service / administrative experience  / professional experience
• Experience working in HVAC/Refrigeration/Combustion/Gas Furnace preferred 

Education/Certification: 

• High School diploma or GED equivalent  

People Management: No 

Physical Requirements / Work Environment: 

• Must be able to perform essential responsibilities with or without reasonable accommodations 

Reports To: 

• Department Supervisor/Manager 

The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities.