Compliance Representative
Description
SUMMARY: The Compliance Representative is responsible for ensuring compliance-driven order accuracy by monitoring daily activity, validating customer requirements, and coordinating all pre-processing tasks for smooth fulfillment. This person will serve as a key communication link between internal teams and retail partners, resolving issues, managing custom order materials, and supporting negotiations on agreements and exemptions. The Compliance Representative also maintains organized inbox workflows and contributes to compliance reporting and metrics.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Monitor daily order activity for a designated list of compliance customers to proactively identify and resolve potential issues before orders are waved for processing.
- Review and validate purchase order (PO) windows, freight terms, and shipping details to ensure alignment with customer requirements and internal standards.
- Verify accuracy of ship-to addresses and confirm account readiness, including completion of onboarding or setup processes.
- Coordinate and execute pre-processing tasks such as uploading portal documents, generating and printing labels, and submitting pre-alert forms to ensure smooth order fulfillment.
- Collaborate cross-functionally with Customer Service, Logistics, and Claims teams to mitigate risks and maintain high service levels for compliance-sensitive accounts.
- Execute end-to-end material flow for custom orders, including verifying the accuracy and completeness of received stickers/labels against order specifications, communicating verification status and clarifications to the Custom Orders team, and logging, organizing, preparing, and transferring verified materials for pickup by Value Added departments across various fulfillment locations.
- Monitor the department’s generic email inbox to ensure timely response and processing of incoming communications.
- Sort, file, and escalate emails as appropriate, maintaining organized records and ensuring follow-up on actionable items.
- Negotiate sound agreements with retail customers on behalf of HBG and its publishing clients
- Serve as point of contact for HBG departments, distribution clients, and customers, managing communication of all compliance related information, and assisting in the negotiation of agreements, exemptions, and waivers
- Assist with creating and maintaining compliance reports and metrics
ADDITIONAL DUTIES AND RESPONSIBILITIES: As assigned
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATION REQUIREMENTS:
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
SKILLS REQUIRED:
- Ability to demonstrate strong communication (written & verbal) and collaboration skills, with the ability to work and communicate effectively with both individuals and groups, at all levels of an organization
- Friendly and professional demeanor with a positive, customer service-oriented attitude
- Flexibility to handle varying assignments simultaneously, and ability to accommodate shifting priorities
- Self-starter with a high desire to achieve goals
- Willingness to learn and use unfamiliar technology/systems
- Attention to detail/accuracy in work
- Excellent analytical and decision-making skills
- Proven ability to work independently on a project, and see it through to completion
- Resourcefulness - ability to think creatively to find solutions
- Desire to effect change and improve processes
- Vendor Compliance, Customer Management and/or Supply Chain experience (strongly preferred)
- Ability to demonstrate expertise in MS Office Suite, particularly Excel
- Zendesk experience a plus
EDUCATION AND EXPERIENCE:
At least High School or equivalent education and 1 to 2 years relevant work experience.
Hachette Book Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.