Job Description – Compliance Coordinator
Department: Compliance / Projects / HR & Admin
Designation: Compliance Coordinator
Reporting To: Management / HR Head / Project Manager
Location: Office & Project Sites
Industry: Construction & Commercial Interior Fit-Out
Job Purpose
The Compliance Coordinator is responsible for ensuring that statutory, labour, client, project, contractor, safety, and company compliance requirements are completed, documented, tracked, and submitted within the required timelines.
The role will coordinate between HR, Projects, Safety/EHS, Purchase, Accounts, Contracts, vendors, subcontractors, and clients to ensure there are no compliance gaps that may result in penalties, work stoppage, bill/payment holds, or project delays.
Key Responsibilities1. Statutory & Labour Compliance
- Coordinate compliance requirements applicable to construction and interior fit-out projects.
- Maintain records related to:
- BOCW compliance
- Labour-related registrations/records
- Workmen Compensation / Employee Compensation policy
- PF/ESIC, where applicable
- UAN and worker documentation
- Minimum wage compliance
- Labour licence/registration requirements, where applicable
- Contractor/subcontractor compliance
- Track validity and renewal dates of statutory documents.
- Ensure required documents are submitted before deployment of manpower at site.
- Coordinate with consultants/agencies for statutory compliance matters.
2. Worker Documentation & Site Entry Compliance
Ensure that every worker deployed at site has the required documents as per company/client requirements, such as:
- Aadhaar Card
- PAN Card
- Bank Details
- UAN
- Photograph
- Employee/Worker Joining Form
- Medical Fitness Certificate, where required
- Safety Induction Record
- PPE Issue Record
- Other documents required by client/project
No worker should be deployed without completion of mandatory documentation and approval.
3. Vendor & Subcontractor Compliance
- Collect and verify compliance documents from all vendors and subcontractors.
- Maintain a Vendor/Subcontractor Compliance Tracker.
- Ensure vendors submit required documents before starting work.
- Monitor validity of:
- Registration certificates
- Insurance policies
- Labour-related documents
- PF/ESIC records, where applicable
- Employee/worker records
- Safety documents
- Tax and statutory documents
- Follow up for missing/expired documents.
- Escalate non-compliance to Management/Purchase/Project Manager.
4. Client Compliance
- Review client-specific compliance requirements before project mobilization.
- Prepare a project-specific compliance checklist.
- Coordinate submission of documents to the client.
- Maintain records of client approvals and acknowledgements.
- Track client observations and ensure timely closure.
- Ensure compliance documents required for billing and payment certification are submitted on time.
5. Project Compliance Documentation
Maintain a complete compliance file for each project, including:
- Statutory registrations
- Labour compliance documents
- Worker documentation
- Insurance policies
- Safety/EHS documentation
- Vendor/subcontractor documents
- Client approvals
- Inspection records
- Audit reports
- Compliance declarations
- Certificates and renewals
- Correspondence with client/consultants
- Closure records
6. EHS Compliance Coordination
Coordinate with the Safety/EHS team to ensure:
- Safety induction records are maintained.
- PPE records are updated.
- Toolbox Talk records are maintained.
- Safety inspection reports are available.
- Work permits are maintained where applicable.
- Incident/accident reports are documented.
- Client EHS requirements are complied with.
- Safety audit observations are closed within timelines.
7. Audit Management
- Prepare documents for internal, client, statutory, and third-party audits.
- Coordinate with concerned departments for audit requirements.
- Maintain an Audit Observation Tracker.
- Follow up with responsible persons for closure.
- Maintain evidence of corrective actions.
- Ensure no audit observation remains pending beyond the agreed timeline.
8. Compliance Tracker & Monitoring
Maintain a centralized Compliance Master Tracker covering:
ComplianceProjectResponsible PersonDocumentDue DateStatusRemarksBOCWInsuranceWorker DocumentsVendor ComplianceEHS DocumentsClient ComplianceAudit Observations
- Update the tracker regularly.
- Highlight upcoming expiry dates.
- Escalate overdue compliance.
- Submit weekly/monthly compliance status to Management.
9. Billing & Compliance Coordination
- Ensure all compliance documents required for client billing are completed.
- Coordinate with Billing, Project, Safety, and Accounts teams.
- Track documents pending for bill certification.
- Follow up for client certification/approval.
- Ensure compliance-related pending documents do not delay billing.
- Maintain a Billing Compliance Checklist for every project.
10. Records & Document Control
- Maintain soft copies in the designated OneDrive/project folders.
- Maintain physical compliance files wherever required.
- Ensure documents are properly named, indexed, and easily retrievable.
- Maintain document version control.
- Ensure expired documents are replaced with valid documents.
- Maintain evidence of all submissions.
11. Training & Awareness
- Coordinate compliance awareness sessions for site teams.
- Ensure employees and workers understand mandatory documentation requirements.
- Communicate changes in client/project compliance requirements to concerned teams.
- Maintain training/awareness records.
12. Coordination & Follow-Up
The Compliance Coordinator will regularly coordinate with:
- HR & Admin
- Project Managers
- Site Engineers
- Safety/EHS Team
- Purchase Department
- Contracts Department
- Accounts & Billing Team
- Vendors
- Subcontractors
- Client/Consultant
- Statutory Consultants/Agencies
Key Performance Indicators (KPIs)KRAKPI / TargetWorker Documentation100% before deploymentVendor Compliance100% required documents collectedStatutory Compliance100% within due datesDocument ValidityZero expired mandatory documentsClient Compliance100% timely submissionEHS Documentation100% updatedAudit Observation Closure100% within agreed timelineCompliance TrackerUpdated regularlyBilling Compliance Documents100% before billingMissing DocumentsZero/MinimumCompliance EscalationTimely escalation of all critical gapsRecord Keeping100% traceableRenewal Tracking100% before expiryDaily Responsibilities
- Check pending compliance documents.
- Follow up with vendors/subcontractors.
- Verify worker documentation for new manpower.
- Update compliance tracker.
- Coordinate with Safety/HR/Project teams.
- Check upcoming expiry/renewal requirements.
- Follow up on client compliance observations.
- Update OneDrive/project compliance folders.
- Escalate critical non-compliance immediately.
Weekly Responsibilities
- Submit Project Compliance Status Report.
- Review pending vendor/subcontractor compliance.
- Review statutory document expiry.
- Review worker documentation status.
- Review client/EHS audit observations.
- Follow up on billing-related compliance documents.
- Escalate overdue items to Management.
Qualification & Experience
- Graduate / Diploma in HR, Labour Law, Compliance, Administration, Construction Management, or relevant field.
- 2–5 years of experience in construction, infrastructure, commercial interiors, facility management, or similar industry.
- Experience in labour compliance, contractor compliance, documentation and project compliance preferred.
- Good knowledge of MS Excel and documentation management.
- Strong follow-up and coordination skills.
- Good communication and reporting skills.
- Ability to maintain multiple project compliance trackers simultaneously.
Overall Accountability
The Compliance Coordinator is accountable for ensuring that all mandatory project, labour, vendor, worker, statutory, EHS and client compliance requirements are completed within the required timelines and properly documented.
The person must proactively identify compliance gaps and escalate them before they result in client penalties, worker/site-entry restrictions, audit observations, work stoppage, bill certification delays, payment holds, or legal/statutory issues.
Pay: From ₹25,000.00 per month
Benefits:
- Cell phone reimbursement
- Commuter assistance
- Flexible schedule
- Health insurance
- Internet reimbursement
- Leave encashment
- Provident Fund
Work Location: In person
