WHS & Compliance Virtual Assistant (AU Building Code Focus)

Job Title: WHS & Compliance Virtual Assistant (AU Building Code Focus)
Location: Onsite – Philippines (BPO Office)
Working Hours: Australian Business Hours
Reports To: Director of Technical Services / Compliance Manager

Job Summary

We are seeking a detail-oriented and experienced WHS & Compliance Virtual Assistant to support the implementation and monitoring of compliance processes across our Australian property portfolio. This role involves liaising with Facilities Managers, monitoring WHS documentation, and ensuring contractors meet Australian regulatory and safety standards. A strong understanding of Australian WHS legislation, SafeWork Codes of Practice, and Australian Building Codes is essential.

Key Responsibilities

Compliance & Documentation

• Support the implementation and review of company-wide compliance documentation in line with the QHSE Management System.

• Monitor updates to Australian WHS legislation and assist in updating internal documentation accordingly.

• Maintain and update the online Compliance Library (myBuildings) with accurate records of permits, checklists, and contractor documentation.

• Track expiry dates and escalate overdue compliance documents to Facilities Managers.

• Assist in preparation of monthly risk and compliance reports.

Contractor & Safety Management

• Track and monitor CM3 pre-qualified and exempt contractor compliance (insurances, permits, licenses).

• Review Safe Work Method Statements (SWMS) and Risk Assessments submitted by contractors.

• Ensure all documentation complies with Australian WHS requirements before works commence.

• Support FM team with contractor performance tracking and documentation.

Incident & Risk Reporting

• Daily monitoring of incident reports logged via the MyBuildings platform.

• Review and classify incidents according to SafeWork NSW guidelines.

• Follow up with FMs to ensure timely closure and reporting of all incidents (within 30-day window).

• Maintain notifiable incident registers and liaise with FMs on report escalation procedures.

Building Inspections & Fire Safety

• Support FMs and PMs with the Annual Fire Safety Statement (AFSS) process.

• Monitor and maintain milestone tracking for AFSS documentation and contractor compliance.

• Assist in tracking and follow-up of council-mandated Fire Orders.

Audit Support

• Support audit preparation by checking completeness of compliance documentation.

• Assist in scheduling and collating internal site audit results using the department's audit spreadsheet.

• Help ensure each building meets compliance standards (targeting >80% internal audit score).

Standardization & Improvement

• Assist in standardizing WHS procedures and compliance reporting across all managed sites.

• Identify opportunities for process improvement and share with the onshore compliance lead.

Key Requirements

• Minimum 2 years of experience in a compliance, safety, or facilities admin support role.

• Thorough understanding of Australian WHS legislation, Building Codes, and SafeWork NSW practices.

• Experience working with compliance tracking systems (e.g., myBuildings, CM3).

• Strong analytical skills and attention to detail in documentation review.

• Excellent written and verbal communication skills in English.

• Proficient in Microsoft Excel and Google Sheets for tracking and reporting.

• Ability to work independently while closely collaborating with onshore teams.

Preferred Qualifications

• Experience in supporting property/facilities management teams in Australia.

• Prior work in WHS, compliance, or audit administration for Australian companies.

• Familiarity with Australian Fire Safety regulations and reporting processes.