Coordinates subcontractor and franchisee contract administration, compliance documentation, onboarding, invoicing, audits, reporting, partner communications, and SOP development. Maintains accurate Salesforce records, supports legal and business compliance, delivers training and education, and collaborates with finance, recruitment, account management, and partner relations teams. The role requires strong organization, communication, analytical, negotiation, confidentiality, and problem-solving skills, along with flexibility for overtime and changing administrative priorities.
About Us
We are an established Canadian facility, maintenance company. We provide a variety of services to large retail and commercial businesses nationally.
We have a competitive compensation & benefits plan including health, dental and vision, and a pension plan after 1 year.
Job Summary
The Compliance Coordinator is responsible for coordinating all Partner (Sub-Contractor) Contract administration; PCO administration; Business & Legal Compliance; Invoicing; Managing and adhering to SOPs; Education and awareness building to Partner (Sub-Contractor) and United employees on proactive Compliance mgmt. In addition, also responsible for managing Franchisee Administration.
Duties and Responsibilities
- Contract Administration: Responsible for ensuring accurate and timely administration of all contracts within prescribed service level standards.
- Annual Contract Audits/Reviews: Participate in annual reviews of existing contract with legal team.
- PCO Administration: Responsible for new contract for incoming Partners, set up invoicing.
- Business & Legal Compliance Documentation: Support acquiring all business and legal compliance documentation: Business Registration; Liability Insurance, Background checks, Hiring Packages, Uniforms, ID Badges, Sweep Logs. Responsible for acquiring Workers Compensation/CNESST/HST/GST for Finance Team and or any other compliance documents required by United or Customers.
- Business & Legal Compliance Management: Responsible for ongoing management of the following Business compliances: Business Registration; Liability Insurance and Compliance Training for Partners and their employees.
- Online Compliancy Training: Send onboarding training requirements via hiring/onboarding packages to all new Partners. Support Partner Support & Learning specialist to ensure correct documentation is in SF and or support by following up with Partners to see they are compliant.
- Invoicing: Coordinate with the Account Management & Partner relations & learning teams and Partners to ensure all Partner Invoices received are accurate and avoid duplication before forwarding to Accounts Payables department for processing. Ensure Invoicing processing timelines are met monthly. Send remittances to partners.
- Partner Recruitment Support: Support recruitment team with collection of business compliance documentation for all potential partner leads as per recruitment team request, as needed.
- Data Integrity (Salesforce/Background checks): Ensure all relevant Partner information are added into systems accurately in a timely manner.
- Analytics: Analyze data, develop and generate reports to better support other departments to proactively manage compliances and avoid deductions to Partners.
- Franchisee Administration: Responsible for administering all required compliance documents for Franchisee Model.
- Partner Communication: Responsible for all Partner communication regarding Invoices, Compliances Deficiency and or collection of Compliances; Deductions; Uniforms, ID badges, Contracts etc.
- Other Processes Administration: Responsible for the following other processes: Customer Credit Specs (e.g. No-Shows; Damages; Poor Service).
- Training & Education: Create education and training plans to better compliance adherence and manage risk proactively.
- SOP Development & Review: Participate in SOP development and reviews with COO annually.
Additional Responsibilities:
- Perform all daily functions in alignment with company mission, vision, values.
- Work in compliance with Health & Safety policies and legislation and take every reasonable precaution to protect the health and safety of all employees and business partners.
- Protect company assets from damage and misuse.
- Perform other related duties as may be required from time to time.
Job Requirements and Expectation
- Available to address all administrative and compliance needs and concerns in a timely manner.
- Ability to deal with high level of stress and solve problems as they arise.
Core Competencies
- Task management & Planning skills
- Communication: active listening, presentation and business writing skills
- Issues and conflict management & negotiation skills.
- Needs assessment and information gathering and analytical skills.
- Managing confidentiality of all information
- Attention to detail and accuracy
- Advanced Technology competency.
- Process and compliancy driven.
- Ability to work independently.
Other Job Requirements and Expectations:
- Overtime and flexible working hours as required.
- Lifting or moving up to 10lbs may be required.
- Adhering to all Health & Safety requirements.
Education/Experience
- Post-secondary education an asset.
- Bilingual an asset.
- 2 + years’ experience in an administrative role
United Services Group Brampton, Ontario, CAN Office
Brampton, Canada
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