ATF Records and Compliance Administrator

Glenn Zanders Fur & Sporting Goods INC•Sparta, IL

4d•Onsite

About The Position

Zanders Sporting Goods, a family-owned wholesale distribution company in business for more than 60 years, is seeking a detail-oriented ATF Records and Compliance Administrator to support its Business Operations department onsite. The role maintains accurate firearms records, assists with regulatory compliance requirements, and provides day-to-day administrative support. The ideal candidate is organized, dependable, and committed to accuracy, confidentiality, and adherence to applicable federal and state regulations. The administrator serves as the main point of contact for ATF communications and bound book records; supports customer account setup and maintenance; handles regulatory requests and records; and coordinates order, invoice, shipping, and inventory updates with customers and internal departments. Records must be complete, accurate, properly filed, and readily accessible for audit or review.

Requirements

High school diploma or GED.
FOID Card required for Illinois residents.
Strong organizational and time management skills.
Excellent attention to detail and accuracy.
Ability to handle sensitive and regulated information confidentially.
Proficiency in email communication and basic office software, including spreadsheets and invoicing systems.
Prolonged periods sitting at a desk and working on a computer.

Nice To Haves

Experience with firearms industry compliance or regulatory reporting.

Responsibilities

Serve as the main point of contact for Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) communication and bound book records.
Monitor and respond to emails daily in a timely and professional manner.
Create and set up new customer accounts.
Update and maintain customer account documentation, including Federal Firearms Licenses (FFL), Special Occupational Tax (SOT), resale certificates, and Employer Identification Numbers (EIN).
Complete and submit customer change-of-address forms as required.
Communicate with customers about changes and updates to their accounts.
Promptly respond to daily serial number trace requests from the ATF.
Report Lost in Transit (LIT) items to ATF and generate corresponding invoices.
Maintain accurate, current, and compliant regulatory records in accordance with applicable federal, state, and local laws and internal procedures.
Communicate with the Sales department to efficiently update accounts.
Create sales and purchase orders for Henry Drop Ship (DS).
Email purchase orders to Henry DS in a timely manner.
Accurately invoice customer accounts and update shipping information once orders have shipped.
Manage the NFA inbox.
Submit suppressor orders to shipping partners.
Maintain up-to-date suppressor serial number tracking inventory logs.
Promptly handle Defer Processing inquiries.
Update information and communicate effectively with Warehouse departments.
Release orders after updates are confirmed.
Ensure all records are complete, accurate, properly filed, and readily accessible for audit or review.
Perform other duties as assigned.