Compliance Specialist

Job Title: Compliance Specialist

Location: Remote/Hybrid - USA

Reports to: Director of Supply Chain and Strategic Partnerships

Department Name: Strategic Sourcing

Job Types: Full Time, Exempt

Position Summary

The Compliance Specialist is responsible for managing vendor qualification, compliance verification, risk assessment, and ongoing compliance monitoring activities across Rubicon's vendor network. Reporting to the Director of Supply Chain and Strategic Partnerships, this role ensures vendors meet regulatory, contractual, insurance, environmental, sustainability, and operational requirements necessary to support Rubicon's customers and business objectives.

The Compliance Specialist serves as a key partner to Strategic Sourcing, Operations, Customer Success, Legal, and Finance teams by evaluating vendor risk, maintaining compliance programs, conducting audits, monitoring regulatory requirements, and supporting continuous improvement initiatives. This position plays a critical role in protecting the organization, ensuring vendor accountability, and supporting operational excellence throughout the vendor lifecycle.

Essential Duties & Key Responsibilities

• Manage end-to-end vendor qualification, onboarding, compliance verification, and requalification activities.
• Evaluate vendor compliance with regulatory, contractual, insurance, environmental, safety, and sustainability requirements.
• Review and maintain vendor records, permits, licenses, certifications, insurance documentation, and compliance files.
• Conduct vendor risk assessments and identify potential operational, regulatory, financial, or reputational risks.
• Monitor vendor compliance performance and proactively address deficiencies, expirations, and corrective action requirements.
• Coordinate and perform vendor audits, site inspections, compliance reviews, and waste stream assessments.
• Support vendor contract governance activities, including compliance with key contractual obligations and customer requirements.
• Prepare compliance reports, scorecards, audit findings, and management updates.
• Partner with Strategic Sourcing, Operations, Legal, Customer Success, and Finance teams to resolve compliance-related issues.
• Support sustainability initiatives through waste audits, diversion analysis, environmental compliance reviews, and operational recommendations.
• Identify opportunities to improve compliance processes, controls, reporting, automation, and vendor management programs.
• Maintain audit-ready documentation and support internal and external audit requests.
• Stay current on regulatory requirements, industry standards, and best practices impacting vendor compliance and environmental services.
• Perform other duties and special projects as assigned.
• Ability to travel and/or work onsite up to 40%.
• Performs other duties as assigned or apparent.

Supervisory Responsibilities:

• This position has no direct supervisory responsibilities.
• May assist with onboarding and training of team members on vendor compliance, audit procedures, and compliance program requirements.
• Serves as a subject matter resource for vendor qualification, compliance standards, insurance requirements, and regulatory obligations.
• Supports knowledge sharing, process improvement initiatives, and continuous enhancement of vendor compliance programs.

Experience & Qualifications:

• Bachelor's degree in Business, Environmental Science, Supply Chain, Sustainability, Compliance, Operations, Risk Management, or related field preferred.
• 2–4+ years of experience in compliance, vendor management, contractor qualification, supply chain, procurement, environmental services, risk management, or related fields.
• Experience reviewing permits, licenses, insurance documentation, contracts, certifications, or regulatory requirements preferred.
• Knowledge of contractor management systems such as ISNetworld, Avetta, Veriforce, or similar platforms preferred.
• Understanding of environmental compliance, waste management, sustainability programs, or regulatory requirements preferred.
• Strong analytical and problem-solving skills with the ability to assess risk and recommend corrective actions.
• Excellent organizational skills and attention to detail.
• Strong written, verbal, presentation, and stakeholder management skills.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, and reporting tools.
• Ability to manage multiple projects, deadlines, and compliance requirements simultaneously.
• Demonstrated initiative, accountability, and continuous improvement mindset.
• Ability to work independently while collaborating effectively with cross-functional teams.

Physical Demands and Working Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• While performing the duties of this job in a home office setting, the employee is regularly required to work on a computer for extended periods of time.
• Frequent use of a computer requires fine motor skills and hand-eye coordination.
• Ability to sit for extended periods while working from home or a designated workspace.
• Ability to perform tasks that require sustained attention and focus.
• Occasional lifting of materials up to 25 pounds.
• Travel to attend team meetings may be required.
• To facilitate working from home, and as a requirement for this role, the employee must provide reliable internet connection with sufficient bandwidth to execute all job functions and technology setup conducive to remote work. The company laptop will be provided.
• A quiet, distraction-free workspace is required for maintaining productivity.
• Collaboration with team members may occur through virtual meetings and communication platforms.