Labor Compliance Administrative Assistant in San Jose, California at GreenArrow

The Labor Compliance Administrative Assistant supports GreenArrow’s public works and prevailing wage compliance efforts across California projects by administering certified payroll processes and maintaining labor compliance documentation. This role works closely with payroll, HR, project managers, subcontractors, and external compliance consultants to ensure timely and accurate reporting to the California Department of Industrial Relations (DIR) and other oversight agencies.

How You’ll Make an Impact

Labor Compliance & Administrative Support

• Assist with the administration of GreenArrow’s labor compliance program for California public works and prevailing wage projects.
• Maintain organized, complete, and audit-ready records for all labor compliance documentation throughout the project lifecycle.
• Coordinate with project teams, subcontractors, and regulatory agencies to ensure all compliance requirements are identified, tracked, and met.
• Monitor and manage compliance deadlines across active projects to prevent penalties, payment withholds, or DIR enforcement actions.
• Support responses to labor compliance audits, DIR inquiries, requests for information, and issue lists.

Certified Payroll Duties

• Prepare, review, and submit weekly certified payroll reports (CPRs) for California public works projects.
• Upload certified payroll reports to the California DIR online reporting portal and systems including LCP Tracker and Elations, in accordance with applicable reporting schedules.
• Ensure timely compliance with all reporting requirements, including weekly CPR submissions, DIR confirmation uploads, and final payroll submissions upon project completion.
• Coordinate with subcontractors to ensure timely submission of their certified payroll reports.
• Review subcontractor payrolls for completeness and compliance with California prevailing wage classifications prior to submission.
• Identify and follow up on deficiencies, discrepancies, or missing documentation in subcontractor-submitted payrolls.

Documentation & Reporting

• Collect, review, and upload required compliance documentation, including DAS 140 and DAS 142 forms, fringe benefit statements, and supporting documentation.
• Ensure all required startup, weekly, monthly, and closeout documentation is complete and up to date.
• Maintain organized project compliance files accessible for audits, owner requests, or DIR review at any time.
• Track and document the status of compliance submittals across all active public works projects.

Coordination & Communication

• Serve as a primary point of contact between internal teams, subcontractors, and labor compliance agencies for California public works projects.
• Communicate compliance deficiencies clearly and professionally, and follow up persistently to ensure timely resolution.
• Assist with onboarding of new projects into labor compliance systems, including setup in LCP Tracker, Elations, and the DIR portal.
• Support training and communication to project managers and subcontractors regarding California prevailing wage requirements and submission expectations.

What You Bring

Experience

• Administrative Background: 2+ years of administrative support experience required; construction or public works industry experience strongly preferred.
• Labor Compliance: Experience with certified payroll reporting and California prevailing wage compliance strongly preferred; candidates with transferable compliance or construction administrative experience will be considered.

Technical Skills

• Compliance Systems: Experience with LCP Tracker, Elations, and/or EComply preferred; experience with the California DIR Certified Payroll Reporting portal strongly preferred.
• Technology: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) required; experience with Vista by Viewpoint or a similar construction ERP is a plus.

Education

• Required: High school diploma or GED.
• Preferred: Associate’s degree in Business or Accounting.

Knowledge & Abilities

• Regulatory Knowledge: Working knowledge of California prevailing wage requirements, Public Contract Code Section 1720 et seq., Labor Code Section 1776, DIR enforcement processes, and Labor Compliance Program (LCP) requirements.
• Attention to Detail: Exceptional accuracy and thoroughness in reviewing payroll records, compliance forms, and regulatory submissions.
• Organization: Strong organizational and recordkeeping skills with the ability to manage multiple active projects and competing deadlines simultaneously.
• Communication: Strong written and verbal communication skills; ability to work effectively with internal teams, subcontractors, and external agencies.
• Proactive Mindset: Ability to anticipate compliance issues and take initiative to resolve them before they become penalties or payment withholds.

Key Success Factors

• Accuracy and timeliness of certified payroll submissions across all active California public works projects.
• Proactive identification and resolution of compliance deficiencies before they escalate.
• Strong, collaborative working relationships with internal teams, subcontractors, and regulatory agencies.
• Audit-ready compliance documentation maintained at all times throughout the project lifecycle.
• Demonstrated knowledge of and adherence to California-specific prevailing wage and DIR reporting requirements.

About GreenArrow

GreenArrow unites exceptional infrastructure services companies across the United States to deliver safer, smarter, and more efficient solutions for our communities. Our family of companies, Midwestern Electric, Kuharchik Construction, Bear Electrical Solutions, Hinson Electric, and The Narwhal Group, are trusted providers of specialized electrical infrastructure services, including the installation and maintenance of traffic signals, streetlighting, and intelligent transportation systems.

Backed by CAI Capital Partners, a visionary private equity firm based in Vancouver with over three decades of experience and more than $1.6 billion invested in founder-led businesses, GreenArrow is expanding organically and through strategic acquisitions.

Learn more at greenarrow.com and caifunds.com.

Ready to Join a Team That Values Excellence and Integrity?

If you’re someone who takes pride in organization, accountability, and supporting operational success behind the scenes, we’d love to hear from you.