Legal Compliance Administrator

About the AQ Group of Companies

The AQ Group of Companies is a leader in fluid management solutions, specializing in the movement, control, and treatment of water for construction, industrial, municipal, and environmental projects across Canada and the United States. We support complex, time-sensitive infrastructure initiatives—from high-rise foundations and critical civil works to advanced water treatment systems that ensure safe environmental discharge. Our mission is to be the most trusted fluid management partner in the industry by delivering safe, efficient, engineered, and reliable solutions.

The AQ Group operates through two integrated divisions:

Aquatech Dewatering Company – Our contract services division, providing engineered dewatering and fluid management solutions, including project planning, on-site installation, operations, and 24/7 emergency response. Aquatech partners with contractors, municipalities, consultants, and industrial clients, supported by a large fleet of portable equipment and highly skilled field teams.

Aquosis Fluid Solutions – Our rental, sales, and service division, specializing in the design, fabrication, and supply of pumping, dewatering, and water treatment systems. Aquosis maintains a robust equipment inventory and delivers customized, turnkey solutions tailored to client requirements.

Position: Legal Compliance Administrator

Reports To: Legal Risk Manager

Position Summary

We are seeking a highly organized and detail oriented Legal Compliance Administrator to provide administrative and compliance support to the Legal, Accounting, Contract services teams. This role is responsible for supporting vendor registration and prequalification, insurance compliance administration, accounts receivable monitoring, lien and prompt payment tracking and project closeout administration.

The position will play a key role in maintaining contractual compliance, managing critical project documentation, supporting risk management initiatives, and assisting with the implementation and administration of internal compliance processes across the company.

Key Responsibilities

Vendor and Customer Registration / Prequalification

• Complete vendor registration forms and prequalification packages for customers, owners, general contractors, consortiums, and procurement platforms.

• Assist with reference checks, credit checks, and customer qualification reviews in accordance with internal procedures.

• Prepare completed registration and prequalification packages for review prior to submission.

• Gather, compile, maintain and update supporting documentation required for vendor registrations, customer qualifications and contractual compliance ensuring corporate, financial, insurance and qualification records remain current and readily accessible.

Insurance Compliance Administration

• Maintain and track Certificates of Insurance and ensure renewals are obtained prior to expiry.

• Upload, maintain, and manage insurance records within designated tracking systems.

• Monitor expiry dates and provide advance notice of upcoming renewals and required corrective actions.

• Request and collect insurance documentation from owners, general contractors, customers, and suppliers for review against contractual and project-specific requirements.

• Maintain accurate insurance compliance records and follow up to obtain current and compliant documentation.

Accounts Receivable Support

• Assist with monitoring accounts receivable balances and aging reports.

• Identify and flag overdue accounts for Legal Manager’s review.

• Track payment status and support collection follow-up activities.

• Maintain records relating to payment status, collection efforts, and customer communications.

Lien and Prompt Payment Administration

• Assist Legal Risk Manager with tracking lien preservation periods, holdback release periods, and other statutory deadlines.

• Monitor delinquent accounts and assist in identifying matters requiring lien preservation, collection efforts, or other legal action.

• Maintain tracking systems and reporting related to lien rights and prompt payment compliance

Holdback and Project Closeout Administration

• Assist Legal Risk Manager with the preparation, coordination, execution, filing, and maintenance of holdback release and project closeout documentation, including Form 7 Certificates, releases, and other documentation required under the Construction Act and applicable contractual requirements.

General Legal Administrative Support

• Maintain organized contract files, project records, and compliance documentation.

• Provide administrative and compliance support to Legal, Contract Services, Accounting, and Project Management teams.

• Assist with the implementation, maintenance, and continuous improvement of compliance programs, tracking systems, risk management initiatives, and internal administrative processes.

• Assist with the organization, maintenance, and filing of legal matters, correspondence, collection files, claims documentation, and other legal material in accordance with internal document management procedures.

• Support special projects and other duties as assigned.

Qualifications

• Post-secondary education in Business Administration, Legal Administration, Law Clerk Studies, Construction Administration, or a related field.

• Minimum 2 years of experience in contract administration, legal administration, construction administration, compliance, or a related role.

• Strong organizational and document management skills with exceptional attention to detail.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Proficiency with Microsoft Office applications, including Excel, Word, Outlook, SharePoint and other document management systems.

• Experience with construction contracts, lien legislation, insurance compliance, accounts receivable, or project administration is considered an asset.

• Strong written and verbal communication skills.

• Ability to handle confidential and sensitive information.

• This posting is for an existing, active vacancy and is not being used solely to collect resumes.
• All applications are reviewed by our hiring team.
• All candidates who complete an interview will be notified whether a hiring decision has been made within 45 days of their interview or last interview.