Compliance Administrative Assistant
2 weeks ago
The Compliance Coordinator will assist the Director of Compliance in managing various compliance requirements mandated by city, state, and federal regulations across the entire Argo Real Estate portfolio. This is not an entry-level administrative assistant role; candidates must have a minimum of 3 years of relevant experience and a strong ability to multitask in a fast-paced environment.
Key Responsibilities:
- Communication and Coordination:
- Respond to phone calls and emails promptly and professionally.
- Maintain clear and consistent communication with vendors, staff, and government agencies regarding compliance requirements.
- Issue purchase orders (POs), track their status, and ensure follow-up until completion.
- Technology Proficiency:
- Demonstrate proficiency in Microsoft Word, Excel, and Outlook.
- Preferred skills in Google Sheets and DOB Now.
- Administrative Duties:
- Perform administrative tasks such as filing, typing, copying, and scanning.
- Prepare tenant letters related to compliance requirements.
- Complete government applications and forms as required.
- Archive proof of compliance for various tasks.
- Compliance Tracking and Execution:
- Schedule and monitor compliance activities, ensuring deadlines are met and proof of completion is archived.
- Process online payments for various compliance-related bills using ACH.
- Collaborate on special projects as assigned by the Director of Compliance.
- Process Improvement and Learning:
- Proactively learn and retain new compliance-related skills.
- Continuously improve processes to enhance efficiency and accuracy.
Compliance-Specific Tasks:
- Elevators: Track and schedule Category 1, 5, and periodic inspections; collect and archive compliance proof.
- Boilers and Fire Safety: Manage boiler inspections/testing and fire extinguisher inspections; ensure proof of compliance is obtained and filed.
- Water Systems: Schedule and monitor backflow inspections and water tank testing/cleaning.
- FDNY and DSNY Requirements: Track fire department contracts/testing and Department of Sanitation garbage pick-up schedules.
- Annual Filings and Registrations: Input, distribute, collect, and submit HPD registrations; manage annual mailings and apartment inspections.
- Lead Paint Compliance: Track vacancies, testing, and lead paint compliance paperwork, including tenant communications and database updates.
- Local Law Compliance: Assist with tracking and implementing new local laws as directed by the Compliance Manager.
- Violation Resolution: Review city and state violations, submit correction paperwork, and pay associated penalties.
- Digital Systems: Manage online filings and payments via DOB Now, FDNY, and NYC City Pay.
- Calendar Management: Schedule inspections and compliance activities with Property Managers, Assistant Property Managers, Supers, and vendors.
Qualifications:
- Minimum 3 years of experience in a similar compliance or administrative role.
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Detail-oriented with a commitment to meeting deadlines.
- Self-motivated, proactive, and responsive in a fast-paced environment.
- Knowledge of NYC-based compliance processes is a plus but not required.
Preferred Skills:
- Experience with government compliance portals such as DOB Now.
- Familiarity with NYC compliance regulations and local laws.
This role requires a candidate who is not only detail-oriented and tech-savvy but also highly organized and capable of handling multiple priorities effectively. We are looking for a proactive individual eager to support the Director of Compliance in maintaining high standards across Argo Real Estate’s portfolio.
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