HSEQ Compliance Administrator

1 JOB OVERVIEW

As an HSEQ Compliance Administrator in Free Your Time, your role is to support the client by providing high-quality administrative and data management services to ensure compliance with WSP's Health, Safety, Environment, and Quality requirements. This role focuses on the timely and accurate processing of compliance documentation, contractor onboarding, audit record-keeping, and safety system data entry. The position works closely with internal teams and external contractors to maintain up-to-date compliance records, assist in audit preparation, and support the effective operation of HSEQ systems.

2 DUTIES AND RESPONSIBILITIES

• Contractor Compliance & Onboarding

o Process and verify contractor compliance documentation in line with company and legislative requirements.

o Maintain contractor records in designated systems, ensuring all information is current.

o Communicate with internal stakeholders to obtain missing or updated compliance documents.

o Assist with contractor prequalification and induction processes

• HSEQ Data & Documentation

o Accurately enter and update data in HSEQ registers, databases, and document control systems.

o Assist with preparation of audit evidence and documentation.

o Ensure version control and correct filing of HSEQ documents.

o Track expiry dates of licences, certifications, and other compliance-related documents.

o Assist in the development, review, and dissemination of WHS policies, procedures, and safety manuals.

• Audit & Reporting Support

o Provide administrative support for internal and external audits.

o Compile and distribute compliance reports for management review.

o Assist in collating audit findings and tracking corrective actions to closure.

• Reporting and continuous improvement

o Compile and present monthly WHS performance and compliance reports.

o Recommend improvements to WHS processes and systems based on recurring risks and findings.

o Contribute to organizational initiatives that promote employee wellbeing and safety culture.

o Schedule, track, and follow up on completion of mandatory refresher courses and certifications.

o Prepare and circulate safety awareness materials, advisories, and learning modules.

• WHS Support Activities

o Support WHS team with general administrative tasks.

o Document management.

o Ah hoc as requested by People and HSEQ Manager

3 QUALIFICATIONS AND SKILLS

• Bachelor's degree or diploma in Occupational Health & Safety, Environmental Science, Business Administration, or a related field.
• Previous experience in an administrative or compliance-related role
• Strong attention to detail and accuracy in data processing.
• Proficient in Microsoft Office Suite and document management systems.
• Good organisational and time management skills.
• Experience in HSEQ or WHS administration.
• Knowledge of contractor prequalification and onboarding processes.
• Familiarity with ISO management systems

4 REQUIRED EQUIPMENT

• Reliable computer or laptop with an at least two monitor/screen
• Noise-cancellation headset with mouthpiece
• Clear webcam
• Stable wired Internet connection, NOT pre-paid wireless modem or dependable on cellular network only.

5 DESIRED PERSONAL QUALITIES

• Able to take ownership and accountability for project outcomes and requirements.
• Quick self-learner & pro-actively completes tasks with accuracy.
• Self-Starter & able to perform efficiently in a fast-paced & intense work environment.
• Ability to understand and accept various work mode personalities, especially under pressure or time constraints.
• Smart & capable of adjusting to transitions & rapid-changing work environment.
• Open, honest, and direct about personal needs, knowledge, abilities, availability, and interests.

Job Type: Full-time

Benefits:

• Health insurance

Application Question(s):

• Do you have experience processing contractor compliance documentation and onboarding contractors in line with WHS/HSEQ requirements?
• Have you provided administrative support for WHS/HSEQ audits, such as compiling audit evidence or tracking corrective actions?
• Are you familiar with HSEQ systems, registers, or ISO management standards (e.g., ISO9001, ISO14001, ISO45001)?
• What are your salary expectations for this role?

Work Location: In person