Overview
Contracts & Compliance Coordinator Jobs in Spokane, WA at Pro Mechanical Services, Inc.
Contracts & Compliance Coordinator
Spokane, WA
Department: Operations
Reports To: VP of Operations
Employment Type: Full-Time, Non-Exempt (Hourly)
Pay Range: $24.00 – $32.00 per hour (DOE)
About Pro Mechanical Services
Pro Mechanical Services is a leading mechanical contractor serving the Inland Northwest, delivering fully integrated mechanical, electrical, and energy solutions. We are known for solving complex facility challenges with efficiency, safety, and innovation.
Our team is committed to high-quality workmanship, strong leadership, and a culture built on accountability, professionalism, and continuous improvement.
Position Summary
The Contracts & Compliance Coordinator is a key administrative partner supporting contract administration, compliance, and operations.
This role exists to absorb administrative friction so leaders can focus on decisions, strategy, and people. You will ensure contracts, documentation, and operational processes are organized, accurate, and completed on time—playing a critical role in risk management and operational efficiency.
Key ResponsibilitiesContract Administration
- Maintain and organize all contract documentation (customer agreements, subcontracts, change orders)
- Track contract lifecycle stages (draft → execution → closeout)
- Route contracts for review, approval, and signature
- Maintain contract logs and status trackers for leadership visibility
- Monitor deadlines, deliverables, and compliance requirements
- Partner with Project Managers, Finance, and Leadership on contract execution
- Support bid documentation and project file organization
- Maintain templates and document control standards
- Ensure alignment with company policies and risk management practices
- Support audit readiness and compliance documentation
Operations & Leadership Support
- Coordinate calendars, meetings, and schedules for leadership
- Prepare agendas, capture notes, and track action items
- Maintain organizational charts and reporting structures
- Prepare reports, dashboards, and summaries
- Manage document libraries (contracts, SOPs, compliance materials)
- Support internal communications and document distribution
Compliance Support
- Maintain employee files in compliance with WA and federal requirements
- Track onboarding documentation (I-9, W-4, policy acknowledgments)
- Schedule interviews, onboarding, and training sessions
- Maintain training and certification records
- Update HRIS data (status, titles, reporting structure)
- Coordinate background checks and pre-employment processes
- Track PTO and assist with reporting
Front Desk & Administrative Coordination
- Serve as first point of contact for visitors and calls
- Maintain professional reception and common areas
QualificationsRequired
- 2+ years of administrative experience (operations, contracts, or similar)
- Strong organizational and document management skills
- High attention to detail and ability to manage multiple priorities
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Ability to handle confidential information with discretion
- Strong communication and follow-up skills
Preferred
- Experience in construction, project-based, or contract-heavy environments
- Familiarity with HRIS systems and compliance tracking
- Knowledge of Washington State employment or safety compliance requirements
Work Environment
- Primarily office-based role
- Frequent computer and phone use
- Occasional lifting up to 20 lbs
- Interaction with both office and operational teams
Compensation & Benefits
- Competitive hourly pay based on experience
- Overtime eligibility in accordance with federal and Washington State law
- Benefits package
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Safety equipment provided
- Vision insurance
Equal Employment Opportunity
Pro Mechanical Services is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or local laws.
Employment Conditions
- This position is non-exempt and eligible for overtime under the Fair Labor Standards Act and Washington State law
- Employment is at-will, and this posting does not constitute a contract of employment
- Responsibilities may be modified to meet business needs
Apply Today
If you’re highly organized, detail-oriented, and want to play a key role in supporting operations and compliance, we want to hear from you.
Pay: $24.00 – $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Work Location: In person
Title: Contracts & Compliance Coordinator
Company: Pro Mechanical Services, Inc.
Location: Spokane, WA
