ROLE OVERVIEW
Admin & Compliance Officer Role and Responsibilities
Position Title: Admin & Compliance Officer
Location: Sydney, NSW
Department: Administration
Reports To: Owner
Role Overview: The Admin & Compliance Officer at James and Co Residential Builders is responsible for managing administrative tasks and ensuring compliance with all relevant regulations and standards. This role involves maintaining accurate records, supporting day-to-day operations, handling company renewals, updating overhead costs, and implementing effective compliance programs. The Admin & Compliance Officer will work closely with the Owner and other team members to ensure smooth administrative operations and adherence to legal and regulatory requirements.
Key Responsibilities:
Administrative Support:
Perform general administrative tasks, including answering phones, managing emails, and maintaining office supplies.
Organize and schedule meetings, appointments, and events.
Prepare and distribute correspondence, reports, and other documents as required.
Assist in day-to-day operations as needed to support the team.
Record Keeping and Renewals:
Maintain accurate and organized records of all company documents, including contracts, permits, and project files.
Ensure proper filing and storage of all records, both physical and digital.
Handle company renewals and ensure timely updates of licenses, certifications, and subscriptions.
Update and maintain the overhead costs Excel sheet to reflect current expenses.
Compliance Management:
Develop and implement compliance programs to ensure adherence to relevant regulations and standards.
Monitor changes in regulations and update company policies and procedures accordingly.
Conduct regular audits to ensure compliance with all legal and regulatory requirements.
Health and Safety:
Assist in the development and implementation of health and safety policies and procedures.
Maintain records of safety training, incidents, and inspections.
Ensure compliance with occupational health and safety regulations.
Organize WHS documentation and SWMS for each job site.
Human Resources Support:
Assist with HR tasks, including recruitment, onboarding, and employee record management.
Maintain records of employee training, certifications, and performance evaluations.
Support the development and implementation of HR policies and procedures.
Financial Administration:
Assist with financial tasks, including invoicing, accounts payable/receivable, and payroll processing.
Maintain accurate records of financial transactions and support budget management.
Prepare financial reports and assist with financial audits as required.
Client Communication:
Serve as a point of contact for clients, addressing inquiries and providing information as needed.
Ensure timely and professional communication with clients to support project coordination.
Project and Compliance Support:
Provide administrative support for project management tasks, including preparing documents, tracking progress, and coordinating with team members.
Assist with the preparation and submission of project proposals and reports.
Check subcontractor licenses and ensure all site workers have been inducted.
Tool and Equipment Management:
Set up systems to track and alert for tool and vehicle servicing, electrical test and tagging.
Ensure all tools and equipment are in compliance with safety standards and maintained regularly.
Continuous Improvement:
Continuously improve administrative and compliance skills through training and professional development opportunities.
Stay updated on the latest industry standards, regulations, and best practices.
Core Values:
Do Things Properly:
Commitment to delivering high-quality administrative and compliance support.
Uphold professional standards and best practices in every aspect of the job.
Be Good to People:
Foster positive relationships with clients, team members, and stakeholders.
Demonstrate integrity, empathy, and respect in all interactions.
Qualifications and Skills:
Proven experience in an administrative or compliance role, preferably in the construction industry.
Strong understanding of administrative processes and compliance requirements.
Excellent organizational and time-management skills.
Proficiency in Microsoft Office Suite and other relevant software.
Strong attention to detail and accuracy.
Excellent communication and interpersonal skills.
Ability to work well in a team environment.
Commitment to maintaining confidentiality and professionalism.
Additional Requirements:
Valid driver's license and reliable transportation (preferred).
Flexibility to work overtime and weekends as needed to meet deadlines.
High school diploma or equivalent; additional qualifications in administration or compliance are a plus.