Compliance Officer
The Compliance Officer safeguards Western Steel’s legal, regulatory, and contractual standing by owning licensure,
government filings, surety and bonding, prequalifications, liens, insurance administration, and field safety compliance,
while supporting contract review. Working in tandem with the Administrative Assistant and with final approval from the
Business Services Manager, this role partners with Executive Leadership, outside counsel, Finance, Operations, and
external agencies, leads process improvements that keep the company compliant as it grows, and supports ad hoc
projects from Executive Leadership.
OUR MISSION
Our mission is to be a highly successful company by providing superior products, outstanding service, and the greatest value in the steel building industry. We respectfully engage and challenge each other to continuously improve and perform at the highest level while embracing the positive feedback necessary to openly assess our performance. Our deep commitment to growth, development, and personal responsibility enables us to deliver superior value to everyone associated with our company.
GUIDING QUESTIONS
This position must operate in alignment with Western Steel’s guiding questions:
How am I a problem for others?
Every team member must constantly evaluate whether incomplete information, missed deadlines, unclear
communication, or lack of follow-through are creating problems for colleagues, clients, vendors, or other internal team members.
How can I be more helpful to others?
Every team member must proactively support the team by providing accurate information, timely updates, complete
documentation, clear communication, and practical solutions that help move work forward without unnecessary delay.
How can I help things go right?
Every team member must identify risks and potential problems before they become larger issues. When issues arise,
they must be escalated quickly with clear facts, recommended solutions, and an understanding of the impact on clients, colleagues, and the company.
KEY ROLES AND RESPONSIBILITIES
Licensure & Government Filings
• Initiate and maintain Professional Engineer licensure for appropriate Western Steel Designs employees
• Own state and local contractor licensing for WSB Assets, Inc. and its DBAs, including applications, renewals,
exams, qualifier or qualified individual requirements, monetary limit tiers, and project-specific limit increases
(e.g., Nevada State Contractors Board)
• Obtain and renew city and county business licenses in each jurisdiction where the company supplies, erects, or
contracts for buildings
• Maintain engineering firm registrations (certificates of authorization) for Western Steel Designs in every state
where it provides engineering services, in coordination with individual Professional Engineer licensure
• Manage government filings, including annual reports, state registrations, and other statutory filing obligations
• Maintain foreign qualifications and registered agent appointments; monitor good-standing status in every
jurisdiction, resolve any lapses, reinstatements, or terminations, and liaise with outside counsel and Finance on
statutory changes and regulatory updates
• Build and maintain a licensing matrix and map showing where the company can currently offer building supply,
steel erection, and general contracting; evaluate licensing requirements before the company bids work in a new
state or locality
Surety & Bonding
• Serve as the in-house point of contact with the company’s surety broker for bid, performance, payment,
contractor license, and permit bonds; assemble the supporting documentation sureties and licensing boards
require
• Prepare surety letters and powers of attorney for bids and prequalifications; track issue dates so a current letter
is always on file
• Coordinate bond increases tied to change orders and contract value changes, and close out bonds at project
completion
• Support bonding capacity reviews by assembling financial statements and project information in coordination
with Finance; maintain a bond log by project
Prequalification & Vendor Compliance
• Own the company’s prequalification submissions to general contractors and owners, including online platforms
such as TradeTapp and BuildingConnected; complete questionnaires and gather financial statements, surety
letters, safety statistics, licenses, and references
• Maintain a current master prequalification packet (W-9, Certificates of Insurance, licenses, surety letter, safety
records, and company profile) so submissions can be turned around quickly
• Track prequalification status, renewal dates, and outstanding items for each general contractor, and follow up
until approval is confirmed
• Manage the vendor and subcontractor pre-qualification process: collect, review, and maintain W-9s, Certificates
of Insurance, and business licenses; confirm they meet contract requirements before work begins and track
expirations throughout the project
Contract Review Support, Terms & Conditions
This role does not own company contracts. Contract ownership, negotiation, and execution remain with the Business
Services Manager and Executive Leadership; the Compliance Officer assists with the items below.
• Handle routine contract intake and routing; help ensure agreements are reviewed by the appropriate party,
including outside counsel when warranted, before execution
• Perform first-pass reviews of foreign (third-party) contracts issued by general contractors, owners, and vendors,
including subcontracts, purchase orders, NDAs, consulting agreements, and manufacturer and partner
agreements, against a company review checklist; flag provisions on scope, payment terms, retainage, indemnity,
insurance, liens, flow-down obligations, and AI-use restrictions, which are shared with the Business Services
Manager and affected teams
• Prepare proposed redlines and ensure required contract exhibits, forms, and attachments are returned by the
requested deadline
• Help maintain the company’s customer and subcontractor terms and conditions as separate tracks, recording
revisions and coordinating updates with Operations, Finance, and outside counsel
• Maintain a contract management log tracking executed agreements, renewal dates, key terms, and ongoing
post-signing obligations (e.g., confidentiality, notice, insurance, and reporting requirements); confirm required
flow-down terms are passed to subcontracts and purchase orders
Liens & Payment Protection
• Manage preliminary notices through the company’s lien service provider and maintain a calendar of notice and
lien deadlines by project and state
• Respond to preliminary notice and lien verification requests from general contractors, owners, and lien services
• Prepare, collect, and track conditional and unconditional lien waivers (progress and final) in the company’s dual
role as grantor and collector; maintain a lien waiver log and coordinate with Procurement and Finance
• Prepare lien filing recommendations and supporting documentation; all lien filings require written approval from
the Business Services Manager or the President
Insurance & Risk Management
• Coordinate on-site administration of company insurance policies (general liability, workers’ compensation,
professional liability, commercial auto, builders risk, etc.) with the broker and the offsite finance group; serve as
the in-house point of contact for Certificate of Insurance requests, endorsements, claims, and policy questions
• Compare contract insurance requirements against current coverage and resolve gaps before execution
• Lead insurance projects as the company grows, including evaluating errors and omissions coverage and adding
workers’ compensation coverage in new states
• Support annual insurance renewals by assembling underwriting information with the broker and Finance
Federal Contracting Readiness
• Assist with SAM.gov registration and annual renewal, UEI and CAGE codes, and representations and
certifications
• Assist with confirming NAICS codes, SBA size standards, and small business classification, including affiliation
considerations across company entities
• Assist the Business Services Manager and IT partners with the CMMC compliance program (Level 1, with a path
to Level 2), including documentation, policy upkeep, and tracking completion of required cybersecurity
awareness training
• Complete federal flow-down and project forms (e.g., SF 1413, base access registration) and coordinate
prevailing wage and certified payroll requirements with Finance on applicable projects
• Support Buy America, Buy American, and Build America, Buy America (BABA) compliance on applicable projects
by collecting mill certifications and manufacturer domestic content certifications and maintaining project
records
Dispute & Legal Matter Support
• Support project disputes and collections by assembling contracts, change orders, correspondence, and payment
records into organized document packages and timelines for outside counsel, and coordinate correspondence
with lien services and collection agencies; maintain a log of open matters, deadlines, and status
• Issue and track litigation holds at the direction of Executive Leadership or outside counsel
Field Safety Compliance
• Maintain company safety program documentation, including the safety manual, site-specific safety plans, and
safety submittals required by general contractors
• Oversee OSHA recordkeeping, including OSHA 300 logs, the annual 300A summary posting, and incident
reporting workflows; review records maintained by the Administrative Assistant
• Track safety training and certifications for field and erection crews, and maintain safety statistics (EMR, incident
rates) used in prequalifications
• Partner with Operations to keep safety compliance current as the company expands steel erection and field
work into new states
Fleet Compliance (Support Role)
• Support the Administrative Assistant, who owns day-to-day fleet management, on compliance items as needed,
including insurance and inspection records, driver MVR tracking, and applicable fleet and DOT regulations
Recurring Compliance Items
• Obtain and maintain a notary public commission to notarize company documents
• Track trademark registrations and renewal deadlines for company marks
• Manage industry memberships and certifications (e.g., AISC), including renewals and dues
• Maintain a master compliance calendar covering all licenses, registrations, bonds, prequalifications, insurance
policies, and renewals
Collaboration & Approvals
• Work in tandem with the Administrative Assistant on shared workflows, including prequalification packets,
Certificates of Insurance, lien waiver processing, OSHA recordkeeping, and business license renewals; coordinate
handoffs so documentation is gathered once and kept current
• Submit licensing applications, government filings, prequalifications, bond requests, contract redlines, and lien
recommendations to the Business Services Manager for final approval before submission or execution
• Provide the Business Services Manager with regular status updates on the compliance calendar, open items,
upcoming deadlines, and identified risks
ESSENTIAL SKILLS
• Ability to multitask, prioritize, and manage competing deadlines with minimal supervision across multiple
departments and stakeholders
• Excellent verbal and written communication skills; exercises discretion and maintains strict confidentiality with
sensitive employee, financial, and legal information
• Strong organizational skills and meticulous attention to detail across high-volume, deadline-driven compliance
workflows
• Working knowledge of contractor licensing, business licensing, professional engineering licensure, state
registrations, foreign qualifications, and other statutory filing requirements
• Familiarity with construction contracts and compliance documentation, including Certificates of Insurance, W-
9s, lien waivers, surety letters, and prequalification platforms; ability to identify contract risk provisions for
escalation
• Working knowledge of OSHA recordkeeping and construction safety documentation
• Familiarity with federal contracting requirements (SAM.gov, SBA size standards, CMMC) is a plus
• Proficiency in office software, including Microsoft 365, BambooHR, Zoom, Google Workspace, Adobe, and Zoho
Suite; proactive initiative to learn new software as the company’s technology needs evolve
• Proactive problem-solving orientation: identifies compliance gaps, proposes solutions, and implements
improvements with appropriate stakeholder alignment
This job requirements document is intended to convey information essential to understanding the scope of the Compliance Officer position. It is not intended to be an exhaustive list of qualifications, duties, or responsibilities. Western Steel Buildings reserves the right to modify, add, or remove job duties as necessary.