Remote Compliance & Records Coordinator

Water Otter Job Board; New Jersey; Hybrid; USD 27,000 - 30,000; Full time

Benefits offered by this job

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

Job summary

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

Responsibilities

• 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

Skills

Organizational skills

Time management

Attention to detail

Communication

Data entry

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Travel

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

CRM systems

PDF tools

QuickBooks

Adobe Acrobat

Microsoft Copilot

Form-building tools

Job description

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.