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About the Role
Immediate Mailing Services, Inc. is seeking a highly organized and detail-oriented Compliance & Administrative Coordinator to support front office operations and Compliance department activities. This role serves as the first point of contact for visitors, employees, and vendors while also supporting onboarding, offboarding, access management, compliance documentation, and administrative coordination. The ideal candidate is professional, dependable, organized, and comfortable handling sensitive information in a fast-paced environment requiring strong communication, confidentiality, and multitasking skills.
Responsibilities
- Serve as the primary front office contact by greeting visitors, answering phones, and managing incoming communications professionally and confidentially.
- Support Compliance operations through document tracking, record maintenance, audit preparation, and administrative coordination.
- Assist with onboarding and offboarding activities, including documentation collection, access requests, and coordination with HR and IT.
- Maintain visitor logs, badge records, and sensitive files in accordance with company policies and security requirements.
- Coordinate meetings, calendars, and compliance-related administrative tasks across departments.
- Provide general office and administrative support, including filing, scanning, mail handling, and maintaining organized records.
- Identify and communicate process improvement opportunities related to administrative and compliance workflows.
Requirements
- High school diploma or equivalent required; associate degree preferred.
- 2+ years of administrative, office support, receptionist, or compliance support experience preferred.
- Strong organizational skills and attention to detail.
- Ability to handle confidential and sensitive information professionally.
- Strong verbal and written communication skills.
- Proficiency with Microsoft Office Suite.
- Experience with compliance documentation, audit support, onboarding coordination, or regulated environments is a plus.
- Ability to multitask and prioritize effectively.
- Strong interpersonal and customer service skills.
- Experience working in a compliance-driven or security-conscious environment.
- Familiarity with access management, onboarding processes, or regulatory frameworks such as HITRUST or SOC 2 is preferred.
- Employees may be required to perform duties outside their primary responsibilities or assigned department, as reasonably requested by management.
- If called in to work outside your regular schedule, you are expected to work at least four hours unless otherwise directed by management.
- Primarily a sedentary office role with frequent use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
- Requires the ability to sit or stand for extended periods, occasional light lifting (up to 15 pounds), and regular use of hands and fingers for typing and data entry.
- Visual acuity to read and produce reports, and ability to communicate effectively in a typical office environment.
Skills
- Microsoft Office Suite
- Compliance documentation
- Audit support
- Onboarding coordination
- Regulated environments
- Multitasking
- Prioritization
- Interpersonal skills
- Customer service skills
- Access management
- Onboarding processes
- HITRUST
- SOC 2
Location
- Liverpool, NY
Work Type
- Full-Time
Experience Level
- 2+ years of administrative, office support, receptionist, or compliance support experience preferred
Education Level
- High school diploma or equivalent required
- Associate degree preferred
Salary/Compensations
- $40,000–$50,000 annually
Benefits
- Begin the first day after the first two full months of employment.
About the Company
- Immediate Mailing Services, Inc. is an Equal Opportunity–Affirmative Action Employer.
- We are a drug‑free workplace and comply with all applicable ADA requirements.
Equal Opportunity
- All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, protected veteran status, immigration status, criminal history, height, weight, or any other protected category under applicable federal, state, or local laws.