Compliance & Administrative Coordinator

Immediate Mailing Service; Village of Liverpool (NY); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Benefits begin after 2 months

Job summary

Immediate Mailing Services, Inc. is seeking a highly organized Compliance & Administrative Coordinator to support both front office operations and the Compliance department.

This role serves as the first contact for visitors, employees, and vendors while assisting onboarding, offboarding, access requests, and documentation. The ideal candidate is professional, dependable, and detail‑oriented, comfortable handling sensitive information in a fast-paced setting with strong communication and

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.

Responsibilities

• 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.

Skills

Organizational skills

Attention to detail

Verbal & written communication

Microsoft Office

Confidentiality

Multitasking

Customer service

Onboarding coordination

Compliance support

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office Suite

Job description

Compliance & Administrative Coordinator

Department: Compliance

Reports to: Compliance Manager

Location: Liverpool, NY

Full-Time: A typical work schedule is standard business hours, with the flexibility to handle escalations or support during peak times or special projects.

Pay Schedule: Non-exempt gets paid weekly

(Non-Exempt): Compensation starts at $40,000–$50,000 annually, depending on experience and qualifications

Benefits: Begin the first day after the first two full months of employment.

****The salary range reflects the anticipated compensation for the role and may vary based on several factors, including experience, education, specific skill sets, tenure, and overall fit. We value each person’s contributions and understand that every role has unique requirements that influence compensation; however, different roles may require different levels of expertise and qualifications, which can affect compensation. While we strive to maintain fairness and consistency across the organization, differences in responsibilities, qualifications, and market conditions may result in varied compensation levels. Our goal is to ensure that compensation remains equitable, aligned with the demands of each position, and reflective of each employee’s unique value.

Position Overview:

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:

The key responsibilities include, but are not limited to, the following:

• 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 Opportunity–Affirmative 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.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to their health, safety, or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

Equal employment opportunity, including veterans and individuals with disabilities.