Compliance Operations Coordinator

Water Otter Job Board; New Jersey; Hybride; USD 27 000 - 30 000; Plein temps

Avantages offerts par ce poste

Medical, dental and vision benefits

401k with matching

Paid time off

Paid holidays

Remote work options after training

Laptop, phone & monitor for home use

Employee Assistance Program

Résumé du poste

Tower Water is seeking a Compliance & Administrative Coordinator to support documentation, client communication, and compliance workflows related to Legionella services. The role emphasizes accurate records, responsive service, and coordination across offices and affiliates.

Training will be provided on company services, systems, and applicable compliance requirements, with a balance of office and remote work as schedules allow.

Qualifications

• High school diploma or equivalent; associate degree preferred
• Entry-level candidates welcome with administrative/customer service or compliance experience helpful but not required
• Strong organization, time management, attention to detail, and ability to manage multiple deadlines
• Clear, professional written and verbal communication with a customer-focused approach
• Comfort with data entry, electronic records, web portals, and Microsoft Word, Excel, Outlook, and Teams
• Ability to follow procedures, work independently and collaboratively after training, and escalate questions appropriately
• Ability to travel between assigned offices or attend occasional visits as required

Responsabilités

• Maintain accurate customer records, compliance documents, certificates, reports, and internal trackers
• Review, process, distribute, and upload Legionella results and required documentation using established workflows and portals
• Monitor deadlines and workflow status, follow up on missing information, and escalate technical or compliance concerns appropriately
• Provide requested records to customers, staff, and authorized officials while documenting notifications and completed actions
• Serve as a professional point of contact for routine customer questions, documentation requests, portal assistance, and service information
• Prepare, proofread, and format agreements, proposals, contracts, reports, letters, meeting notes, and other business documents
• Complete data entry, filing, recordkeeping, routine reporting, and follow-up on outstanding documents and customer requests
• Follow up on outstanding contracts, agreements, proposals, renewals, and required customer documentation
• Communicate approved new services, compliance programs, and service enhancements to existing and prospective clients
• Collect and document customer feedback, concerns, and service requests and coordinate follow-up with appropriate internal teams
• Participate in weekly internal and customer-facing meetings, provide status updates, document commitments, and track action items
• Maintain office and sampling-supply inventory and support readiness of assigned office locations
• Assist with Water Management Plan preparation, SOPs, work instructions, templates, and support documentation
• Collaborate with Operations, Compliance, Sales, Technical, field staff, vendors, affiliate companies, customers, and government contacts
• Cross-train and provide administrative or compliance support during absences, peak periods, or business growth

Connaissances

Organizational skills

Time management

Attention to detail

Communication

Data entry

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Travel

Formation

High school diploma or equivalent

Outils

Microsoft Office Suite

CRM systems

PDF tools

QuickBooks

Adobe Acrobat

Microsoft Copilot

Form-building tools

Description du poste

Position Summary

The Compliance & Administrative Coordinator is an entry-level operations support role responsible for accurate documentation, responsive customer service, data entry, client communication, and coordination of Legionella-related compliance workflows. The position supports customers, field personnel, management, and affiliate partners by maintaining organized records, processing results and documents, following up on contracts, communicating new services, collecting customer feedback, participating in weekly meetings, and helping ensure required work is completed accurately and on time. Comprehensive training will be provided in company services, systems, and applicable compliance requirements.

Required Qualifications

• High school diploma or equivalent required; associate degree, relevant coursework, or related experience preferred
• Entry-level candidates are welcome; administrative, customer service, environmental services, or compliance experience is helpful but not required
• Strong organization, time management, attention to detail, and ability to manage multiple deadlines
• Clear, professional written and verbal communication with a customer-focused approach
• Comfort with data entry, electronic records, web portals, and Microsoft Word, Excel, Outlook, and Teams
• Ability to follow procedures, work independently and collaboratively after training, and escalation questions appropriately
• Ability to travel between assigned offices or attend occasional customer or field visits as required

Preferred Qualifications

• Experience with CRM, document-management, accounting, workflow-automation, or compliance software
• Familiarity with QuickBooks, Adobe Acrobat, Microsoft Copilot, or form-building tools
• Interest in water treatment, Legionella compliance, environmental services, public health, or regulated operations

Tools & Systems

• Microsoft Office Suite, including Word, Excel, Outlook, Teams, and Copilot, as assigned
• Company CRM, accountability, workflow-automation, document-management, and PDF tools
• Customer and government compliance portals

Working Conditions

• Office and remote work in accordance with the assigned schedule and company policy
• Occasional visits to company offices, customer locations, or mechanical areas for training or operational support
• Extended computer, document-review, telephone, and email work may be required, with occasional overtime based on business or compliance needs

Success in This Role

• Accurate and timely documentation, data entry, and result processing
• Prompt, professional communication and consistent follow-through on open items
• Good judgment regarding when to act, ask questions, or elevate concerns
• Continuous learning and constructive suggestions for improving processes and customer service

Requirements

Key Responsibilities

Compliance Documentation & Results

• Maintain accurate customer records, compliance documents, certificates, reports, and internal trackers
• Review, process, distribute, and upload Legionella results and required documentation using established workflows and portals
• Monitor deadlines and workflow status, follow up on missing information, and escalation technical or compliance concerns appropriately
• Provide requested records to customers, staff, and authorized officials while documenting notifications and completed actions

Customer, Client & Administrative Support

• Serve as a professional point of contact for routine customer questions, documentation requests, portal assistance, and service information
• Monitor assigned inboxes and telephone communications; respond, route, or escal… requests according to established procedures
• Prepare, proofread, and format agreements, proposals, contracts, reports, letters, meeting notes, and other business documents
• Complete data entry, filing, recordkeeping, routine reporting, and follow-up on outstanding documents and customer requests

Client Communication & Relationship Support

• Follow up on outstanding contracts, agreements, proposals, renewals, and required customer documentation
• Communicate approved new services, compliance programs, and service enhancements to existing and prospective clients
• Collect and document customer feedback, concerns, and service requests and coordinate follow-up with the appropriate internal teams
• Participate in weekly internal and customer-facing meetings, provide status updates, document commitments, and track action items

Office & Operational Support

• Maintain office and sampling-supply inventory and support the organization and readiness of assigned office locations
• Assist with Water Management Plan preparation, standard operating procedures, work instructions, templates, and support documentation
• Collaborate with Operations, Compliance, Sales, Technical, field staff, vendors, affiliate companies, customers, and government contacts
• Participate in cross-training and provide administrative or compliance support during absences, peak periods, or business growth

Scope of Role

This position supports scheduling records and communicates service information as needed, but it does not include dispatching field personnel, assigning sampler routes, or making real-time field deployment decisions.

Benefits

Compensation will be established based on the position level, experience, internal equity, and applicable company policy. Eligible employees may receive company-sponsored benefits, paid time off, paid holidays, retirement benefits, insurance coverage, and other benefits in accordance with current plan terms and eligibility requirements.

• Hourly rate of $19.25-$21.65 based on experience
• Medical, dental and vision benefits with generous employer contributions
• 401k with 4% matching
• 10 vacation and 5 sick days per year with progressing vacation based on years of service
• 8 paid holidays
• Pretax benefits such as FSA or HSA accounts
• Company paid life insurance and short-term disability coverage
• Laptop, phone and monitor for home use
• Quarterly conversations with your manager
• All staff meetings and fun events
• Additional benefits through our PEO
• After training, there will be remote work options with 3 days on site and 2 days remote
• You will have access to our Employee Assistance Program and our training database

Equal Opportunity & General Disclaimer

Tower Water is committed to maintaining a professional and respectful workplace. This job description outlines the general nature and level of work expected and is not an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Responsibilities may be adjusted to meet business needs. Employment is at will, subject to applicable law and written company policy.