Administrative Coordinator

2 weeks ago

Littleton, Colorado, United States JAB Recruitment LLC Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to support our Compliance Group. The ideal candidate will have a strong background in administration and be able to work independently with minimal supervision.

Key Responsibilities
  • Provide administrative support to the Director of Compliance and complete ad hoc assignments from other team members.
  • Maintain compliance program files, including original signature copies of policies and procedures, and ensure proper formatting is performed, signatures are obtained, and completed documents are scanned and filed.
  • Act as Standards Committee Administrator:
    • Attend and participate in monthly Standards Committee meetings, to include preparing agendas and minutes and obtaining signatures for applicable documentation.
    • Follow the established documentation process when making modifications.
  • Prepare initial drafts of standards modification requests for review and completion by compliance staff.
  • Review final drafts of policies and procedures for compliance with documentation standards (versioning, highlights, effective date, etc.) prior to issuance.
  • Communicate all monthly deadlines, company-wide notifications, and updates via email.
  • Coordinate calendar and meeting location details within Standards Committee.
  • Upload compliance evidence (e.g., PHMSA correspondence) in designated locations.
  • Extract reports from compliance systems when requested (ISN, EnergyWorldnet, etc.).
  • Receive compliance evidence/reports and prepare record copy PDFs to support compliance.
  • Perform new user setup for compliance applications (EWN and ISN). Maintain current users in both EWN and ISN to ensure training and operator qualifications tasks are completed.
  • Assign tasks and relevant Computer-Based Trainings and Performance Evaluations at employee manager's discretion.
  • Maintain documentation standards used to prepare compliance documentation; ensure the documentation guidelines are kept current.
  • Manage all necessary documentation for EHS/Compliance Fleet vehicle, including maintenance, fuel receipt reconciliation.
  • Manage travel arrangements, including airfare, lodging, and incidental cost reporting.
  • Arrange catering for planned large events and meetings, such as audits, annual company meetings, etc.
  • Corporate credit card reconciliation and record-keeping, including receipt collection, coding through appropriate channels/AFEs, and payment collection.
  • Follow established retention procedures for compliance documents.
  • Accurately perform assigned work in conformance with direction provided and in a timely manner.
  • Prepare routine correspondence for Compliance Manager regarding PHMSA directives (Certified Mail), along with all departmental mail/UPS/FedEx/Certified mail requests.
  • Order and maintain necessary office supplies and materials.
Requirements
  • Must be able to work with a team, take direction from management, adhere to required work schedules, focus attention on details, and follow work rules.
  • Ability to successfully perform multiple tasks with strict deadlines.
  • Ability to organize and prioritize daily work.
Preferred Qualifications
  • Possesses experience in project management of software-related tasks and deployments.
  • Proficient in SharePoint 2013, able to build sites, workspaces, has a working knowledge of various types of libraries and SharePoint document storage and organization solutions.
  • Possess a working knowledge of natural gas and hazardous liquid pipeline operations is a plus.
  • Experience collaborating with team members through SharePoint or similar program.
  • Technical writing experience.
Working Conditions
  • The position will be based out of Lakewood, CO.
  • The successful candidate will be required to clear a drug screen and a complete background check, including credit reports for certain positions, after an offer has been extended and prior to being employed.

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