Office & Compliance Assistant - Portland or Medford, OR

About the role

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.

Responsibilities

• 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.
• Clock in and out, 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.
• Aid 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.
• Cook Solutions Group (CSG) provides our employees with the most comprehensive benefits program to enhance their quality of life.
• Perform other duties and special projects as assigned.

Qualifications

• 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.
• 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.