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Program Compliance Specialist

2 months ago

Los Angeles, California, United States Hired by Matrix Full time
Job Overview

We are seeking a highly skilled Contract Compliance Specialist to join our team at Hired by Matrix. As a key member of our operations team, you will be responsible for ensuring compliance with contractual requirements and managing workflow processes related to contract compliance management.

Key Responsibilities
  • Contractual Reporting and Submittals
    • Manage the full cycle of submittals to clients, ensuring timely and accurate submission of reports and documents.
    • Track submission due dates and lead preparation and issuance of all site contractual reports and submittals.
    • Accurately and timely file updated submissions within systems and client's Prolog (or equivalent).
    • Facilitate submittals and comments reviews with clients as required.
    • Coordinate and arrange necessary data with other resources to support submissions.
    • Develop necessary processes, procedures, and guidelines to ensure sustainability.
    • Develop and deliver customer reports, meeting minutes, and agendas. Collect all information, maintain organized databases of information, and format presentable reports within a specific time range.
    • Prepare ad hoc reports and necessary responses to management and clients.
    • Back up for preparation of incident reports.
  • Compliance Management
    • Develop a site compliance comprehensive database including all regulatory, contractual, and safety requirements for permits, inspections, and certifications.
    • Maintain the compliance database by tracking due dates, scheduling, and ensuring all work related to compliance has been updated in QFM, coordinating timely payments.
    • Develop and implement a process for documenting and tracking non-compliances issued by authorities. Ensure the completion of non-compliances is tracked in the system and communicated to internal or external resources responsible for completion of work.
    • Develop and document Standard Operating Procedures (SOP) working with other external stakeholders. Maintain the SOP database and regularly review SOPs to ensure compliance with operational, regulatory, and contractual requirements.
    • Ensure 100% compliance of site.
  • CMMS (QFM)
    • Perform regular reviews of QFM payment requirements to ensure compliance with contract requirements. Propose changes and improvements to ensure compliance and sustainability.
    • Run QFM periodic reports or as needed, tracking operational and maintenance attainment against contractual requirements. Facilitate regular reviews and implement improvements as needed.
    • Assist with maintaining CMMS database, including equipment history, status, work order management, and preventative maintenance scheduling.
    • Back up to the maintenance planner and scheduler as needed.
  • Inclusivity Requirements Management
    • Focus will be to lead Contract Management related to Diversity & Inclusion.
    • Maintain B2Gnow Small Business Enterprise (SBE) system.
    • Monitor, audit, and enforce Labor Compliance Program in accordance with DIR accepted practices.
    • Maintain Certified Payroll system, LCP tracker.
    • Verify that appropriate wages are paid on certified payroll, CA prevailing wage determinations.
    • Back up to update B2Gnow, LCP tracker, and submission of necessary reports.
  • Financial
    • As necessary, prepare contract booking documents such as subcontracts, POs, invoice collection and tracking, and other finance-related matters.
    • Perform simple account balancing and reconciliation.
    • Back up and be able to create POs, process invoices, and related matters.
  • Other
    • Be the first line of communication to customers, building occupants, and Project Company.
    • Be responsive to telephone calls, emails, and electronic-generated work orders.
    • Post information to records and databases. Assist in maintaining organized document storage databases, SharePoint.
    • Provide research, problem-solving, and insight into increasing business processes and efficiencies related to Diversity and Inclusion.
    • Provide a professionally maintained office environment. Responsible for product orderings and inventory.
    • Attend and document meetings during all project phases.
    • Perform other duties necessary to provide administrative support to the O&M team.
    • Perform necessary site inspections, collecting site verifications and checks as necessary.
    Requirements
    • Bachelor's degree or equivalent education preferred.
    • High school diploma with 3-5 years similar work experience required.
    • 5 years working experiences related to Workforce contract compliance requirements, data collection, document generation.
    • Computer skills (advanced or proficient) to include word processing, spreadsheet, project scheduling tools, desktop publishing, and database applications.
    • Proficiency in Microsoft Office Suite, MS Outlook, and data entry required.
    • Ability to work independently.
    • Good organizational skills with attention to detail.
    • Ability to handle multiple tasks and prioritize workload accordingly.
    • Interpersonal skills to effectively communicate with both internal and external customers.
    • Must be well organized, have high digital acumen and aptitude, and maintain great interpersonal skills to effectively communicate with both internal and external customers.