Compliance Specialist

2 days ago

Los Angeles, California, United States Rose International Full time
Job Summary

Rose International is seeking a highly organized and detail-oriented Compliance Specialist to join our team. As a Compliance Specialist, you will be responsible for ensuring compliance with contractual requirements, managing workflow processes, and maintaining great interpersonal skills to effectively communicate with internal and external customers.

Key Responsibilities
  • Contractual Reporting and Submittals:
    • Manage the full cycle of all submittals to the client.
    • Track submission due dates and lead preparation and issuance of all site contractual reports and submittals.
    • Accurately and timely file the updated submissions within client systems and client's Prolog (or equivalent).
    • Facilitate submittals and comments reviews with the client as required.
    • Coordinate and arrange necessary data with other client and non-client resources to support the 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, format presentable reports within a specific time range.
    • Prepare ad hoc reports and necessary responses to client management and the client.
  • 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 the client internal or external resources responsible for completion of the work.
    • Develop and document Standard Operating Procedures (SOP) working with other client and external stakeholders. Maintain the SOP database and regular review the SOPs to ensure compliance with operational, regulatory, and contractual requirements.
    • Ensure 100% compliance of the client site CMMS (QFM):
    • Perform regular reviews of the QFM paymec requirements to ensure compliance with the contract requirement. Propose changes and improvements to ensure compliance and sustainability.
    • Run QFM periodic reports or as needed tracking operational and maintenance attainment against the contractual requirements. Facilitate regular reviews and implement improvements as needed.
    • Assist with maintaining CMMS database including equipment history, status, work order management, preventative maintenance scheduling.
    • Be a back-up to the maintenance planner and scheduler as needed.
  • Inclusivity Requirements Management:
    • Focus will be to lead 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 back-up to update B2Gnow, LCP tracker, and submission of necessary reports.
  • Financial:
    • As necessary prepare contract booking documents such as subcontracts, PO's, invoice collection and tracking, and other finance-related matters.
    • Perform simple account balancing and reconciliation.
    • Be a back-up and to be able to create POs, process invoices, and related matter.
  • Other:
    • Be the first line of communication to the customer, building occupants, and project company.
    • Be responsive with telephone calls, emails, and electronic-generated work orders.
    • Post information to records and databases. Assist 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.

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