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Subcontractor Compliance Clerk

Company: Kellermeyer Bergensons Services, LLC
Location: Oceanside
Posted on: April 5, 2021

Job Description:

Job Title: Subcontractor Compliance Clerk

Department: Subcontractor Compliance Department

FLSA Classification: Non-exempt

Reports To: Subcontractor Investigation Specialist

Status: Full-time

Overview Of Job

The Subcontractor Compliance Clerk position requires exceptional interpersonal abilities, organization, and attention to detail. The position's primary objectives are to ensure that vendors complete and return their annual review questionnaires and other compliance related documents. This role will utilize document analysis skills to assess vendors' review responses in accordance with KBS' requirements.

Essential Job Functions

  • Emails annual audit questionnaires each month to a selected number of vendors
  • Follows up with vendors via email and phone to remind them of deadlines
  • Carefully reviews completed annual questionnaires and other compliance documents received from vendors, and ensures that responses are acceptable to KBS and compliance with the contract is being met
  • Updates CRM system with dates the documents were received as acceptable and ensures electronic copies are saved and attached to the vendors' record in the CRM
  • Updates CRM system with notes to document the efforts taken with each vendor record
  • Initiates requests to terminate vendors that fail to complete the annual audit questionnaires or that reveal noncompliance with the vendor agreement with internal KBS teams, such as field operations and customer service
  • Updates CRM system with vendor compliance status
  • Sends out certification of compliance letters or other miscellaneous contract related documents to vendors, and updates CRM system to track completion of documents accordingly
  • Works on miscellaneous projects and generates ad-hoc reports
  • Able to carry out the essential functions of this job (with or without reasonable accommodation) without posing specific, current risk of substantial harm to health and safety of self and others
  • Performs other related duties as required and assigned

    Qualifications
    • Experience with contracts, insurance, legal, payroll, or human resources is preferred but not required
    • Facilities Maintenance industry experience is a plus
    • Demonstrates effective leadership, management, and critical thinking skills
    • Demonstrates excellent interpersonal, listening, and conflict management skills
    • Possesses adaptability, resourcefulness, ability to navigate varying requests, and stress tolerance
    • Has excellent communication skills, both oral and written
    • Possesses strong mathematical skills, ability to analyze and disseminate data, and create reports
    • Ability to analyze problems and implement effective solutions
      • Superior attention to detail, data entry accuracy, and editing skills
      • Demonstrates superior time management skills, including sensitivity to urgent matters
      • Demonstrates honesty and integrity at all times
      • Ability to follow appropriate safety guidelines
      • Demonstrates ability to be flexible, prioritize tasks and responsibilities and complete duties and projects within allotted time
      • Able to respond to change productively and to handle additional tasks and projects as assigned
      • Through actions and example, ensures that KBS values are fully incorporated into company customer and vendor interactions

        Experience Required
        • Knowledge of customer service principles and practices
        • 1-2 years' experience and knowledge of administrative procedures

          EDUCATION
          • High School Diploma, General Education Degree, or equivalent; Bachelor's Degree is a plus
          • Demonstrated keyboarding skills of at least 40wpm

            Language Skills
            • Bilingual English/Spanish preferred
            • Must be able to read and interpret documents, such as letters, email communication, contracts, instructions and procedure manuals in oral, written or diagram form
            • Must be able to write detailed and summary reports
              REASONING ABILITY
              • Ability to apply common sense understanding to carry out instructions
              • Ability to deal with standardized situations with only occasional or no variable
              • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists

                Computer Skills
                • To perform this job successfully, an individual should have knowledge of Microsoft Office programs to include, but not limited to Word, Excel, PowerPoint and Outlook, with an emphasis on Excel (VLOOKUP, Pivot Tables, Graphs, etc.).
                  WORK ENVIRONMENT
                  • Office environment has minimal hazards. May include varying temperatures. Noise level is usually moderate.
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Keywords: Kellermeyer Bergensons Services, LLC, Oceanside , Subcontractor Compliance Clerk, Other , Oceanside, California

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