Compliance Associate

Job Description

W Services Group, a leading North American Facilities Management Organization is seeking an Associate of Legal & Compliance plays a vital role in supporting the Legal & Compliance department by providing comprehensive administrative assistance. This position ensures that the department operates efficiently, stays organized, and adheres to legal and regulatory requirements. The associate is responsible for a wide range of administrative tasks that directly contribute to the smooth functioning of the department’s daily operations. .

Primary Responsibilities:

Adhere to the company's legal, compliance, and loss prevention processes, following the Standard Operating Procedures (SOPs) and related workflows.

Process a high volume of inbound and outbound support emails and calls with professionalism and excellent phone etiquette.

Build and maintain professional relationships with key stakeholders, including corporate clients, contractors, vendors, and store managers, ensuring positive interactions and strong communication.

Monitor the weekly insurance expiration report to proactively follow up with contractors and obtain updated certificates of insurance and endorsements for policies approaching expiration. Ensure that W Services is listed as an additional insured and certificate holder for all required endorsements. Update expiration dates and contractor notes, and upload current insurance documents into the system (Waves).

Immediately process cancellation notices received via mail into the company database and contact the contractor partner or insurance company to resolve the issue, preventing a lapse in coverage.

Conduct audits of top contractors to ensure compliance with all required documentation, including insurance, state registrations, and licenses.

Monitor the expiration of state janitorial licenses and take necessary action to ensure compliance is maintained.

Monitor and process daily Waves Compliance Documents (fax/email) notifications in a timely and accurate manner.

Prepare reports and updates for weekly meetings with management, ensuring all relevant compliance information is captured.

Participate in monthly department meetings, providing updates and contributing to discussions on ongoing initiatives.

Update assigned RTS notes promptly, ensuring accurate and up-to-date records.

Special Projects as Assigned

Accept additional responsibilities or projects as needed.

Provide assistance to others within & outside department as necessary due to business needs.

Skills

Experience with MS Word, Excel & Outlook

Able to work independently and be detail-oriented

Must be a team player and have a positive demeanor (enthusiastic)

Able to multi-task

Must have excellent communication, organizational skills and decision-making skills

Full-time