Compliance Officer

Position Overview

The Title Compliance Officer provides company-wide compliance, document control, and systems support across the organisation's HSEQ, Operations, and Engineering functions. Acting as the digital backbone of the Integrated Management System (IMS), this role ensures project documentation, registers, insurances, licences, inductions, and training records are complete, current, and audit-ready. The officer will also provide proactive surveillance of compliance tasks and deadlines across all projects.

This is a remote, part-time position (three days per week) supporting Australian-aligned operations, with working hours aligned to Australian Eastern Time (AEST/AEDT) business hours. Tuesday is an essential working day to support weekly project meetings.

Position Objective

To ensure the seamless operation and continuous improvement of the organisation's compliance framework and Integrated Management System, safeguarding audit readiness and operational integrity through meticulous document control and proactive compliance monitoring.

Key Responsibilities

Integrated Management System (IMS) & Document Control

• Maintain and monitor the Integrated Management System (IMS), including ongoing surveillance of compliance tasks, deadlines, and scheduled activities.
• Check all projects for essential project documentation on a weekly, monthly, and end-of-job basis, and follow up with responsible staff to close out gaps.
• Set up all new projects across the organisation's various internal software packages and compliance platforms, including SharePoint.
• Manage insurances, including maintaining currency and documentation across various client and industry portals.
• Manage and oversee competencies and training renewals, providing proactive alerts ahead of the expiry of licences, permits, and credentials.
• Monitor induction records, including administration within relevant systems.
• Monitor timesheet completion and follow up outstanding submissions.
• Monitor project waste registers.
• Complete desk-based audits of the organisation's systems and records, including site logs and photos.
• Collate data for monthly reports, incident logs, and environmental data summaries.

Strategic Support & Improvement

• Identify recurring documentation gaps and non-conformances, and recommend improvements to compliance processes and systems.
• Support audit readiness and the maintenance of the organisation's certifications (ISO 9001, ISO 45001, and ISO 14001).

Communication & Stakeholder Engagement

• Attend weekly project meetings via Microsoft Teams, and take and distribute minutes and actions.
• Provide proactive alerts to managers on approaching expiries, overdue documentation, and outstanding compliance actions.
• Report collated compliance data and monthly reporting inputs to relevant leadership.
• Liaise with project, HSEQ, Operations, Engineering, and Finance staff to obtain, verify, and complete records.

Competencies & Skills

• Attention to detail and thoroughness.
• Priority setting and timeliness.
• Self-motivated and able to work independently.
• Accountability and follow-through.
• Strong written and verbal communication skills.
• Organised, with a drive for completeness.
• Results orientation.
• Risk management and problem-solving skills.
• A collaborative work ethic.

Qualifications & Technical Skills

• Tertiary qualification in business administration, quality, compliance, or a related field is desirable.
• Proficiency in Microsoft 365, including SharePoint, Teams, Excel, and Outlook, and Adobe Acrobat.
• Ability to learn and administer various internal software packages and compliance systems.
• Familiarity with Australian WHS requirements and ISO 9001, ISO 45001, and ISO 14001 management systems.
• Exceptional written English and excellent verbal communication skills.

Experience

• Experience in remote compliance, quality assurance, or document control, ideally supporting Australian-aligned construction or engineering firms.
• Experience administering document management systems, registers, and compliance portals is highly regarded.

Personal Attributes

• Detailed and thorough, with a drive to see work through to completion.
• Prompt and responsive, with disciplined follow-up on outstanding items.
• Enthusiastic, self-motivated, and able to work independently with minimal supervision.
• Skilled in managing multiple priorities and meeting strict deadlines.
• Accountable, and confident in following up others to close out overdue items.