MINIGRIP - Regulatory - SR. ADMINISTRATIVE COORDINATOR

TITLE: Sr. Administrative Coordinator

POSITION OBJECTIVE: The Senior Administrative Coordinator supports the planning, tracking, documentation, and execution of regulatory and compliance activities across the organization. This role coordinates compliance records, audit preparation, regulatory submissions, corrective action follow-up, training documentation, document control, and cross-functional communication to help ensure company policies, customer requirements, and applicable regulatory standards are met.

QUALIFICATIONS:

• High school diploma or equivalent required; associate or bachelor’s degree, or coursework in business administration, regulatory affairs, compliance, quality, or a related field preferred.
• Two to four years of experience in compliance coordination, regulatory support, quality systems, document control, administrative coordination, or a related business support role preferred.
• Proficiency with Microsoft Word, Excel, Outlook, and general office systems.
• Strong attention to detail, accuracy, organization, and follow-through.
• Ability to coordinate multiple priorities, monitor deadlines, follow up on open items, and maintain complete and orderly records.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively across departments while coordinating information from multiple stakeholders.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Working knowledge of regulatory compliance, quality management systems, audit preparation, document control, corrective action tracking, or related coordination processes.
• Experience coordinating compliance logs, permits, certificates, training records, supplier files, customer documentation, and audit-related materials.
• Ability to interpret and apply policies, procedures, work instructions, and regulatory requirements within assigned responsibilities.
• Strong service and coordination mindset when working with internal teams, customers, vendors, auditors, and regulatory contacts.
• Comfortable learning and using new systems, databases, reporting tools, and compliance tracking platforms.
• Bilingual English/Spanish skills preferred
• Ensure consistent, dependable attendance and demonstrate a willingness to accommodate non-standard work hours as necessary.
• Capable of effectively managing job-related stress and fostering productive workplace interactions.

JOB RESPONSIBILITIES:

• Coordinate the maintenance, organization, and timely updating of regulatory, compliance, and administrative records in accordance with company procedures and protocols.
• Coordinate the preparation, collection, and review of documentation for internal audits, customer audits, inspections, certifications, and regulatory reviews.
• Monitor and track compliance-related deadlines, renewals, submissions, corrective actions, training records, and follow-up items to support timely completion.
• Coordinate document control activities, including formatting, routing, filing, version tracking, distribution, and periodic review of policies, procedures, forms, and reports.
• Compile, verify, and distribute information, reports, and supporting materials for management, customers, auditors, and regulatory agencies as requested.
• Coordinate compliance-related meetings, training sessions, calendars, communications, and follow-up actions with internal departments and external contacts.
• Review records and forms for completeness, accuracy, and consistency, and coordinate resolution of discrepancies or missing information with the appropriate team members.
• Maintain and coordinate compliance databases, spreadsheets, logs, certificates, permits, supplier documentation, and customer compliance files.
• Handle confidential and sensitive information with professionalism and discretion.
• Support continuous improvement efforts by identifying process gaps, coordinating updates, and recommending more efficient compliance tracking and recordkeeping methods.
• Provide administrative and coordination support for special projects, regulatory initiatives, compliance reviews, and other related tasks as assigned