Farm Labor Contractor Compliance Coordinator

Objective

The Farm Labor Contractor Compliance Coordinator manages the day-to-day FLC compliance review process for Warmerdam Packing, LLC and New Excelsior Farming, LLC. Reporting to the HR Manager, this position maintains contractor documentation, verifies weekly payroll compliance, reconciles labor invoices, and coordinates with Accounting to ensure FLC payments are released only after required payroll compliance evidence has been verified and discrepancies resolved. This is a nonsupervisory position.

Responsibilities

• Maintain complete FLC files, including contracts, approved rates, licenses, applicable registrations, insurance, bonds, and required company documentation.
• Verify contractor license and registration status through applicable official sources before services begin and at required intervals; track renewals and promptly report lapses or restrictions.
• Collect and review each FLC’s weekly payroll package, including worker rosters, time and production records, payroll registers, wage statements, and supporting proof of wage payment.
• Reconcile workers, work dates, hours, piece-rate units, and assigned locations against company-approved labor records; investigate missing workers, records, or unexplained differences.
• Review payroll evidence for applicable wage rates, overtime, piece-rate calculations, paid rest and other nonproductive time, deductions, wage statement information, and timely wage payment.
• Obtain supporting evidence of payroll tax payments and other required contractor obligations at the applicable reporting frequency; track outstanding items without treating an invoice or contractor attestation alone as proof of payroll compliance.
• Reconcile weekly invoices to approved contract rates, verified labor records, payroll support, fees, and authorized adjustments; identify duplicate charges, calculation errors, and incorrect company or cost allocations.
• Work directly with FLC representatives and operations supervisors to obtain missing documents, resolve discrepancies, and secure corrected payroll records or invoices; verify corrections before closing issues.
• Complete a documented weekly compliance checklist for each FLC and payroll period, identifying the evidence reviewed, exceptions, corrective actions, and payment clearance status.
• Provide Accounting with reconciled invoices and documented compliance clearance only after all required weekly payroll evidence is verified and outstanding discrepancies are resolved; communicate payment holds promptly and confirm payment status.
• Escalate suspected unpaid wages, invalid licenses, coverage lapses, recurring discrepancies, or other material concerns to the HR Manager; do not independently waive documentation or compliance requirements.
• Track required contractor training, safety acknowledgments, and other compliance records; coordinate with the Safety Coordinator and operations on audits, site reviews, and corrective actions.
• Maintain confidential, audit-ready records and weekly status reports covering invoice totals, cleared payments, payment holds, expiring documents, and unresolved issues; monitor changes in applicable requirements with the HR Manager.