Program Compliance Specialist

6 days ago

Los Angeles, California, United States TALENT Software Services Full time

Job Title: Program Compliance Specialist

Job Summary: Talent Software Services is seeking an experienced Program Compliance Specialist to join our team. As a key member of our team, you will be responsible for delivering high-quality results, managing workflow processes, and ensuring compliance with contractual requirements.

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 the preparation and issuance of site contractual reports and submittals.
  • Accurately and timely file updated submissions within client systems and client's Prolog (or equivalent).
  • Facilitate submittals and comments reviews with clients as required.
  • Coordinate and arrange necessary data with other client and non-client resources to support submissions.
  • Develop necessary processes, procedures, and guidelines to ensure sustainability.
  • Develop and deliver customer reports, meeting minutes, and agendas, collecting all information, maintaining organized databases, and formatting presentable reports within a specific time range.
  • Prepare ad hoc reports and necessary responses to client management and the client.
  • Be a backup 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, ensuring completion of non-compliances is tracked in the system and communicated to the client's internal or external resources responsible for completion of the work.
  • Develop and document Standard Operating Procedures (SOPs) working with other client and external stakeholders, maintaining the SOP database, and regularly reviewing SOPs to ensure compliance with operational, regulatory, and contractual requirements.
  • Ensure 100% compliance of the LAX ConRAC site.

CMMS (QFM):

  • Perform regular reviews of QFM payment requirements to ensure compliance with contract requirements, proposing changes and improvements to ensure compliance and sustainability.
  • Run QFM periodic reports or as needed, tracking operational and maintenance attainment against contractual requirements, facilitating regular reviews, and implementing improvements as needed.
  • Assist with maintaining CMMS database, including equipment history, status, work order management, preventative maintenance scheduling.
  • Be a backup to the maintenance planner and scheduler as needed.

Inclusivity Requirements Management:

  • Focus on leading client 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.
  • Be a backup 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.
  • Be a backup and 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.
  • Other duties as assigned.

Qualifications:

  • Bachelor's degree or equivalent education preferred.
  • High school diploma with 3-5 years similar work experience required.
  • Five 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.

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