Compliance Specialist

About Professional Diversified Flooring, Inc.

Professional Diversified Flooring was established in 1981 and is a leading provider of commercial flooring solutions.  With a workforce exceeding 70 office employees and over 400 field labor, the company specializes in comprehensive flooring services for commercial spaces throughout Los Angeles, Orange County, San Diego, Las Vegas, Phoenix, and surrounding areas.  Leveraging proprietary technology and a distinctive project management methodology, Professional Diversified Flooring ensures meticulous attention to detail in every undertaking.  Our portfolio encompasses a wide range of projects, from corporate offices to casinos and from healthcare to hospitality,  positioning us not merely as flooring specialists, but as strategic partners in design and construction adding maximum value to our clients and their clients.

About the role

Every project we run carries a set of conditions that have nothing to do with flooring — a preliminary notice that has to be served inside a statutory window, a certificate of insurance in the general contractor's exact format, an OCIP enrollment, a safety portal in green status, an installer registered for certified payroll before the first day of work, a supplier release collected before a progress payment funds. On a private tenant improvement there may be three of them. On a healthcare or university project running under an owner-controlled insurance program with prevailing wage, there may be thirty.

Miss one and the job doesn't start. Miss another and the money doesn't come.

As Compliance Specialist you own that entire set, across all five of our offices and three states. You are the single point of accountability for the administrative conditions under which PDF is allowed to start work, stay on site, and get paid — and you are the person the project and billing teams rely on to clear the path.

This role sits on our Accounting and Administration team, reports to the Controller, and works daily with Project Managers, Project Executives and General Managers across every market we operate in.

What you'll do

Project Startup & Contract Compliance

• Perform the compliance scrub on every awarded contract and change order — identifying and flagging OCIP/CCIP and captive insurance programs, prevailing wage and Davis-Bacon applicability, bonding, prequalification, retention, insurance limits and billing portal requirements before work begins.
• Approve or reject contracts and change orders in our system within our 7-day standard, and drive project managers to closure on anything pending.
• Build each project's compliance requirement list at Notice to Proceed and own it through closeout.
• Escalate any requirement that wasn't contemplated in the bid, so it becomes a change order rather than an absorbed cost.

Preliminary Notices & Lien Protection

• Own the 20-day preliminary notice process end to end — gathering property and contract information, preparing and serving notices by certified mail, and logging every notice and proof of service in our system.
• Work the pending prelim queue to zero. These are statutory deadlines; they do not move, and we do not miss them.
• Track approaching lien filing deadlines and surface them to leadership in time to act.

Insurance, OCIP/CCIP & Wrap-Up Programs

• Request, review and track project certificates of insurance — verifying additional insured, primary and non-contributory, waiver of subrogation and limits against what each contract actually requires, not against what we usually send.
• Own enrollment and ongoing administration in OCIP, CCIP and other owner- and contractor-controlled insurance programs, including enrolling our installation partners where the program requires it.
• Verify installer insurance is current and adequate before clearing anyone to work a covered project.
• Track and reconcile wrap-up credits, deductions and fees back to the job.

Prevailing Wage & Labor Compliance Reporting

• Identify prevailing wage, Davis-Bacon and public works applicability before contract execution.
• Register PDF and enroll our installation partners on LCP Tracker and equivalent certified payroll systems before they access the site.
• Collect, review and submit certified payroll and labor compliance reporting on schedule, and maintain a current job-by-job register of what's covered, who's cleared and what's outstanding.
• Chase and resolve subcontractor non-compliance — including working with the Controller to hold payouts until documentation is produced.

Job Site Safety & Compliance Portals

• Own PDF's standing in Avetta, ISNetworld and equivalent contractor qualification platforms — renewals, document uploads, disputes and score maintenance.
• Drive every portal to green status and keep it there, because a non-green status becomes a payment hold.
• Track job-specific safety documentation — Job Hazard Analyses, Injury and Illness Prevention Plans, site-specific safety plans — and keep the file complete.

Prequalification & Bonds

• Own the prequalification inbox, calendar and renewals across Compass, Highwire, ISNetworld and general contractor–specific packages, working to a 5-working-day standard.
• Coordinate bid, payment and performance bond requests with our Controller and surety.

Releases, Waivers & Closeout

• Collect conditional and unconditional progress and final releases from suppliers, installers and sub-tier subcontractors on the monthly billing cycle.
• Process progress payment releases on PDF's behalf.
• Assemble and submit compliance documentation packages in third-party billing portals — Textura, GCPay, Coupa and others.
• Support the monthly job closeout calendar and deliver the closeout documentation that unlocks retention.

Building the Function

This is a new role, which means you won't inherit a binder. You'll inherit a working process that lives largely in one person's head, and part of your first year is turning it into documented SOPs, a real compliance scorecard, and a monthly review with our Controller and CEO that shows exactly where we stand.

Qualifications

• 3+ years of construction compliance, contract administration or project administration experience with a subcontractor or general contractor. This is the requirement we mean most.
• Working knowledge of California mechanic's lien and preliminary notice requirements, and the ability to come up to speed quickly on Nevada and Arizona.
• Hands-on experience with certified payroll and prevailing wage administration — LCP Tracker or equivalent — on public works projects.
• Experience with OCIP/CCIP or wrap-up insurance program enrollment and administration.
• Ability to read a certificate of insurance against a contract requirement and identify what's missing.
• Comfort operating in third-party construction portals (Textura, Avetta, ISNetworld, GCPay, Compass, Coupa or similar).
• Strong Microsoft Excel and Google Workspace skills; aptitude for CRM and construction management software.
• Exceptional organization and time management across many concurrent deadlines.
• Must be in office — this is NOT a remote work position. This is due to our highly collaborative championship culture, which cannot be built working from home.
• Available to work a minimum of 40 hours per week, on-site during core hours of 8:00am–2:30pm.

Preferred

• Experience in the commercial flooring or specialty finishes trades
• Notary Public commission (or willingness to obtain — we'll sponsor it)
• Salesforce experience
• Multi-state compliance exposure across California, Nevada and Arizona

Benefits

• Healthcare: PDF offers several insurance plans for employees to choose from. 
• • For the standard plan the employee’s contribution is $50 per month for the Employee’s coverage, the balance of the cost is paid by PDF.  Employee is responsible for additional costs related to buy-up plan options. 
  • Employee responsible for 100% of eligible dependent premiums, but PDF will pass-through its discounted group rate.
  • Eligible after 2 months of full-time employment.
• Dental: PDF offers a PPO Dental Insurance Plan, and subsidizes the employee’s premium at 50%.
• Flexible Spending Account: PDF offers an FSA account to allow employee to pay qualifying medical expenses on a pre-tax basis.
• • Employee may contribute up to the legal maximum $2,600 toward the account and PDF will match employees' contribution up to $200.
• Retirement: After 12 months of full-time employment, employees are eligible to participate to PDF’s SimpleIRA plan. PDF will match employee’s contribution up to a maximum of 3% of employee’s annual salary.
• Cell Phone: Eligible to enroll qualifying phone (Verizon) in company-paid cell-phone plan or receive fixed monthly reimbursement/stipend for personal cell phone use.
• Paid Time Off: Paid time off accrues according to employee tenure at the company.