Office & Compliance Assistant - Portland or Medford, OR

We are seeking a highly organized and detail-oriented Office & Compliance Assistant to support daily office operations, compliance administration, PCI compliance activities, and service delivery coordination. This role serves as a key point of contact for visitors, employees, customers, and vendors while ensuring critical business documentation, compliance requests, and service-related activities are accurately managed and tracked.

The ideal candidate is proactive, customer-focused, and capable of balancing multiple priorities in a fast-paced environment. This position offers the opportunity to work across several business functions, including office administration, compliance management, customer support, and service delivery operations.

Pay: $23 - $26 hour DOE

Shift: Monday-Friday - 8am - 5pm or 7:30am - 4:30pm

Location: Portland OR Medford, OR
Key ResponsibilitiesOffice Administration & Front Desk Support

• Welcome and assist vendors, customers, candidates, guests, and delivery personnel in a professional and courteous manner.
• Notify employees of visitor arrivals, interviews, customer meetings, and deliveries.
• Maintain a clean, organized, and professional reception and guest area.
• Answer, screen, and route incoming calls and general office inquiries.
• Coordinate conference room scheduling, meeting setup, and visitor logistics.
• Support office events, customer visits, interviews, and internal meetings.

• Collect, sort, scan, and distribute incoming mail and correspondence.
• Process outgoing mail, packages, and shipping requests.
• Route invoices, checks, legal notices, compliance documents, and other important communications to appropriate departments.
• Maintain confidentiality when handling sensitive business and customer information.
• Organize and maintain electronic and physical document filing systems.

• Monitor and respond to routine compliance-related emails and document requests.
• Assist with Certificates of Insurance (COIs), Non-Disclosure Agreements (NDAs), W-9 forms, Due Diligence Questionnaires (DDQs), sales agreements, and other customer or vendor documentation.
• Track requests using spreadsheets and compliance management tools.
• Maintain organized compliance records and ensure current documentation is properly stored.
• Follow up with internal stakeholders to obtain required approvals and supporting information.
• Escalate legal, contractual, cyber insurance, high-risk, or unusual requests to the Director of IT & Compliance or the appropriate department.

• Assist with PCI compliance administration, documentation management, and evidence collection.
• Maintain compliance trackers, calendars, evidence repositories, and request logs.
• Collect and organize compliance evidence from internal teams and approved vendors.
• Support preparation of PCI compliance packages for internal reviews, assessors, banks, payment processors, auditors, customers, and other stakeholders.
• Track policy reviews, approvals, version control, and annual compliance requirements.
• Monitor employee PCI and security awareness training completion.
• Escalate suspected payment card data exposure, missing evidence, overdue remediation items, or other compliance concerns to the Director of IT.

• Coordinate day-to-day service delivery activities for assigned national and regional accounts.
• Support Service Delivery Managers and Account Managers in meeting contractual obligations and service level agreements (SLAs).
• Track service requests, preventative maintenance schedules, incidents, and escalations to ensure timely resolution.
• Serve as a customer point of contact for routine service updates, scheduling, and deliverables.
• Assist with account reporting, dashboards, and client communications.
• Collaborate with operations, field technicians, sales teams, and support staff to ensure successful service execution.
• Maintain accurate records of service activities, customer communications, and account documentation.
• Escalate critical customer issues and support timely resolution and follow-up.
• Contribute to continuous improvement initiatives that enhance customer satisfaction and operational efficiency.

• Monitor inventory and order office supplies, kitchen supplies, and related materials.
• Maintain organized supply, kitchen, and common areas.
• Report maintenance, safety, cleanliness, or facility concerns to the appropriate contacts.
• Assist with facility coordination and workplace support activities as needed.

• Perform other duties and special projects as assigned.

• Associates or Bachelor's degree preferred.
• 1-3 years of experience in office administration, compliance support, customer service, service delivery coordination, or a related role.
• Equivalent combinations of education and relevant experience will be considered.

• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional customer service and interpersonal skills.
• Strong proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience maintaining spreadsheets, trackers, databases, and document repositories.
• Ability to handle confidential and sensitive information with discretion.
• Self-motivated with strong problem-solving and follow-up skills.
• Experience supporting compliance, audit, PCI, insurance, contract administration, or service delivery functions is a plus.