Integration Operations & Compliance Coordinator

Helitech Waterproofing & Foundation Repair; Pittsburgh (Allegheny County); On-site; USD 45,000 - 65,000; Full time

Job summary

Landmark Foundation Group is seeking an Integration Administrative Coordinator to provide day-to-day onboarding support for partners and to manage records, checklists, calendars, and routine paperwork for multiple locations. The role collaborates with the VP of Integration and coordinates with Cogency, landlords, vendors, and government agencies, with travel as needed (~25%).

The position requires an associate degree, 5+ years of administrative experience, and strong organizational and

Qualifications

• Associate degree in business or equivalent administrative experience required.
• Five or more years of administrative support for executive leadership team or similar experience preferred.
• Strong organizational skills, attention to detail, accurate data entry, and the ability to track multiple deadlines.
• Clear written and verbal communication skills and a professional approach to partners, vendors, agencies, and internal teams.
• Proficiency with Microsoft Office and/or Google Workspace, including spreadsheets, calendars, document preparation, and electronic filing; experience with tracking systems preferred.
• Notary license preferred

Responsibilities

• Maintain integration checklists, calendars, contact lists, action logs, and electronic files for each partner and location.
• Schedule meetings, prepare agendas and routine correspondence, record action items, and distribute status updates.
• Collect information and documents from partners and internal departments; track due dates and follow up on missing items.
• Update project trackers using information supplied by responsible managers and flag overdue items or potential delays.
• Support searches for new sales offices and operations centers by scheduling appointments, gathering property information, and maintaining communication with real estate representatives.
• Collect and file approved leases, amendments, landlord contacts, insurance certificates, and supporting documents.
• Maintain a calendar of lease commencement dates, renewal dates, and other deadlines; notify the responsible manager in advance.
• Prepare and route requests for security deposits and rent payments to partner finance teams; track payment confirmation.
• Coordinate requests for forms and other documents required by landlords and track assigned lease action items.
• Arrange utility setup or transfers as directed, including electricity, gas, water, sewer, waste, internet, and telephone services.
• Complete routine account forms, obtain required authorizations, and record account numbers, deposits, fees, service dates, and activation confirmations.
• Obtain signage quotes, specifications, artwork, and landlord or municipal paperwork; route materials for approval before placing orders.
• Track utility service appointments and signage permitting, production, delivery, and installation; report scheduling issues promptly.
• Gather information and supporting documents for Secretary of State and local business registrations, including foreign registrations, assumed names or DBAs, amendments, and certificates.
• Coordinate routine paperwork and status inquiries with Cogency, internal legal resources, and other designated professionals.
• Prepare and route contractor licensing applications, renewals, and registration forms for review, authorization, and submission as directed.
• Request certificates of insurance, bonds, signatures, and other required materials from the appropriate internal or external resource.
• Maintain trackers for filing dates, fees, approvals, expiration dates, renewals, and outstanding requirements; retain confirmations and certificates.
• Refer questions about required licenses, qualifying individuals, legal requirements, or technical matters to the designated manager or professional.
• Collect invoices and payment requests for registrations, licensing, utilities, signage, and facility setup; check for complete supporting documentation.
• Route expenses for approval and processing under company procedures, follow up on payment status, and maintain payment records.
• Maintain organized documents in the Digital Documentation System for Landmark Foundation Group and partner locations, including file names, folders, and approved versions.
• Assist users with routine access requests and basic system questions; refer technical issues to IT or the system administrator.
• Schedule system training, distribute instructions, upload training videos, and link them to related documentation.
• Review pending document approvals weekly and notify managers when approvals have outstanding for more than 30 days.
• Update approved checklists, templates, contact lists, and administrative procedures; suggest practical improvements to recordkeeping and follow-up.
• Provide other related administrative support as assigned.

Skills

Organizational skills

Attention to detail

Data entry accuracy

Deadline tracking

Professional communication

Education

Associate degree in business

Tools

Microsoft Office

Google Workspace

Job description

Landmark Foundation Group is seeking an Integration Administrative Coordinator to provide day-to-day onboarding support for partners and to manage records, checklists, calendars, and routine paperwork for multiple locations. The role collaborates with the VP of Integration and coordinates with Cogency, landlords, vendors, and government agencies, with travel as needed (~25%).

The position requires an associate degree, 5+ years of administrative experience, and strong organizational and