Administrative & Compliance Coordinator

1 month ago

Minneapolis, United States Bigelow And Company Inc Full time
Job DescriptionJob DescriptionJob Title: Administrative & Compliance Coordinator

Location: Blaine, MN

Job Type: Full-Time

Hours: Monday - Friday, 30-40 hours per week

We value our employees' health and well-being and offer a comprehensive benefits package to support our team members and their families.

  • Medical and Dental Insurance: Comprehensive medical and dental insurance with employer-contributed premiums.
  • 401(k) Matching: Invest in your future with our 401(k) plan, featuring employer matching to enhance your savings.
  • Health Savings Account (HSA): Save for medical expenses with pre-tax dollars through a Health Savings Account.
  • Dependent Care Benefits: Support for those caring for dependents, helping to manage work and family responsibilities.
  • Paid Time Off (PTO): Enjoy paid time off to rest, recharge, or take care of personal matters.
  • Earned Sick and Safe Time (ESST): Accrue sick and safe time to ensure you're supported during health-related absences or safety needs.
 Position Summary:

We are seeking a highly organized and self-motivated Administrative & Compliance Coordinator to join our team. This multifaceted role involves a wide range of administrative, human resources, and compliance duties to ensure the smooth operation of our office and adherence to industry regulations. The ideal candidate will possess experience with or an understanding of navigating systems such as Sage 100 Contractor, possess a strong background in human resources, and be capable of maintaining a high level of professionalism and efficiency in a dynamic environment.

Essential Functions and Responsibilities:

  • Administrative Support: Handle phone calls, manage email correspondence, schedule appointments, organize meetings (including agendas and minutes), and maintain a clean and organized work area.
  • Compliance Management: Complete OSHA 300 paperwork, update the AWAIR program annually, manage vehicle/equipment maintenance tracking, and ensure compliance with DOT regulations and other industry-specific requirements.
  • Human Resources: Assist in hiring and firing processes, conduct employee reviews, manage timecard reviews and follow-ups, and handle unemployment claims, VOEs, and other HR-related documentation.
  • Financial and Accounts Management: Responsible for managing accounts payable including paying invoices, handling use tax payments, 1099 vendor payments at year end, and other related tasks. Additionally, assist with accounts receivable duties, such as invoicing, sending out statement reminders, managing bill collection communications, and preparing pre-lien notices as needed. Daily transactions will be entered using Sage 100 Contractor, alongside managing COI & W9 requests, reconciling credit card accounts, and processing payroll.
  • Facilities Management: Oversee the cleanliness of the office, including vacuuming, sweeping, and cleaning bathrooms, as well as manage inventory/asset tracking.
Qualifications:

  • Experience: Proven experience in an administrative role with responsibilities in HR and compliance. Experience with Sage 100 Contractor is considered a valuable asset.
  • Skills: Excellent organizational and time management skills, ability to work independently, strong analytical and problem-solving abilities, and proficiency in MS Office Suite.
  • Attributes: High attention to detail, integrity, professionalism, and the ability to prioritize projects and meet deadlines.
  • Education: A background in Human Resources or a related field is preferred.
Physical Demands/Working Conditions:

  • Primarily office-based with the requirement to sit for extended periods.
  • Occasional standing, walking, and reaching with arms and hands.
  • Exposure to office noise levels and indoor work environment.
  • Good vision required for computer and document work.
Commitment to Core Values:

The candidate must show a strong commitment to the company's core values, demonstrating professionalism, integrity, and a dedication to excellence in all tasks.

Application Instructions:

Interested candidates should submit a resume, cover letter, and any relevant certifications to shana@bigelowco.net with the subject line "Administrative & Compliance Coordinator Application."

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

 Modification of Job Description: The duties and responsibilities outlined in this job description are intended as a guide and are not exhaustive. Bigelow and Company, Inc. reserves the right to modify job duties as necessary and to assign additional duties as organizational needs evolve. This job description does not constitute a contract of employment and Bigelow and Company, Inc. may exercise its employment-at-will rights at any time.   
 Equal Opportunity Employer Statement: Bigelow and Company, Inc. is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees, without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other protected characteristic as outlined by federal, state, or local laws.
Compliance with ADA: Bigelow and Company, Inc. complies with the Americans with Disabilities Act (ADA) and state disability laws. We provide reasonable accommodation to applicants and employees with disabilities.
FLSA Status: This position is non-exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).
Work Authorization/Security Clearance: Employment is contingent upon successful completion of a background check and, if applicable, a demonstration of eligibility to work in the United States.
Health and Safety Compliance: Bigelow and Company, Inc. prioritizes the health and safety of all employees and strictly adheres to workplace safety regulations, including OSHA standards. We are committed to maintaining a safe and healthy work environment.   We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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