Administrative & Compliance Manager | Office Management | Vendor & Records Coordination

Administrative & Compliance Manager | Office Management | Vendor & Records Coordination
Work Setup: Remote / Work From Home
Schedule: Full-Time, 8 Hours per Day — US Pacific Time, Daytime Hours
Salary: $800–$1,500 USD/month, depending on experience and skills

About the Role:
We are looking for a highly organized, dependable, and experienced Administrative Assistant / Compliance Manager to support our growing business during US Pacific daytime hours.

This role will focus on office administration, daily operational support, compliance management, records and document organization, vendor registrations, customer and vendor communication, and general day-to-day business assistance.

We are looking for someone who can work independently, stay organized, communicate professionally, follow through on tasks, and help keep the company’s administrative and compliance requirements up to date.

This is not a basic virtual assistant position. The right candidate should be comfortable taking ownership of responsibilities, identifying what needs attention, following up without being constantly reminded, and helping build organized systems as company grows.

Key Responsibilities:

• Provide daily administrative and office support, including assisting company leadership with day-to-day operations, priorities, coordination, follow-ups, and general business needs.

• Monitor and manage company email s, chats, inquiries, correspondence, and other communications throughout the workday, ensuring timely and professional responses to customers, clients, vendors, insurance brokers, and other business contacts.

• Organize, categorize, maintain, and update company documents, records, files, and digital folders using a clear and consistent document-management system.

• Create and maintain administrative trackers, compliance calendars, task lists, follow-up logs, and other internal tools needed to keep deadlines and responsibilities organized.

• Monitor compliance requirements and ensure that Certificates of Insurance (COIs), insurance documents, endorsements, licenses, certifications, registrations, and other required documents remain current and properly uploaded.

• Coordinate with insurance brokers as needed to obtain updated COIs, endorsements, or other required insurance documentation.

• Maintain and update vendor, client, contractor, and compliance vendor/supplier portals, ensuring company profiles, required documents, and portal requirements are accurate and up to date.

• Prepare and maintain government, vendor, supplier, and contractor registrations, including new registrations, renewals, profile updates, and required supporting documentation.

• Monitor company licenses, certifications, registrations, vendor profiles, and compliance requirements for expiration dates and renewal deadlines, and proactively address upcoming requirements.

• Follow up on missing documents, pending registrations, approvals, outstanding compliance items, renewals, and other administrative requirements until completion.

• Assist with basic accounting administration, including invoices, financial records, supporting documents, and organization of accounting-related information as assigned.

• Handle confidential company, client, employee, and accounting information with discretion, accuracy, and professionalism.

Develop and improve SOPs, checklists, templates, trackers, filing systems, and administrative processes to help keep the company organized and efficient.

• Proactively identify upcoming deadlines, missing information, incomplete requirements, or potential compliance issues and bring them to management’s attention before they become problems.

• Remain actively available on company communication channels during working hours and respond promptly to chats, email s, inquiries, and time-sensitive requests.

• Perform other administrative, office support, customer service, and day-to-day business duties as needed as the company continues to grow.

What We Are Looking For:
We are looking for someone who is:

• Highly organized and detail-oriented.
• Reliable, trustworthy, and professional.
• Experienced in administrative or office support.
• Comfortable assisting with daily business operations.
• Able to work independently with minimal supervision.
• Able to prioritize and manage multiple responsibilities.
• Proactive with follow-ups and deadlines.
• Strong in written and spoken English.
• Professional when communicating with customers, vendors, brokers, and government agencies.
• Good at organizing documents and maintaining accurate records.
• Strong at researching unfamiliar processes and finding answers.
• Comfortable handling confidential business and accounting information.
• Able to learn new systems, portals, and software quickly.
• Able to follow instructions carefully while also using good judgment when needed.

Preferred Experience:

Experience in any of the following is highly preferred:

• Administrative assistance
• Office administration
• Office support
• Office management
• Customer service
• Records management
• Document management
• Compliance coordination or compliance management
• Vendor compliance
• Contractor compliance
• Insurance certificates / COIs
• Accounting administration
• Google Workspace / Google Drive
• Microsoft Office / Excel
• CRM or project-management systems

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Schedule Requirement:
This is a full-time US Pacific Time position.
8 hours per day, Monday through Friday, during US Pacific daytime business hours.

This position needs to be available during US business hours because you will assist with daily office operations and communicate with company leadership, customers, vendors, insurance providers, and government agencies throughout the day.

Compensation:
$800–$1,500 USD/month, depending on experience and skills.

Final compensation will depend on:
Relevant experience
Administrative skills
Communication skills
Compliance experience
Records and document-management skills
Technical skills
Ability to work independently
Overall performance during our hiring assessment

How to Apply:
Please include the following in your application:
1. A short introduction explaining why you believe you are a good fit for this position.
2. Your updated resume or CV and cover letter.
3. Confirm that you can work 8 hours per day during US Pacific daytime hours.
4. Provide your expected monthly salary within the advertised range.
5. Provide 2–3 professional references from previous employers, managers, supervisors, or clients.
For each reference, please include:

• Name
• Position / Company
• Your working relationship with them
• Active Email address

Please provide references who can verify your reliability, professionalism, work quality, and previous responsibilities.