Silvans Integrated Facilities Services is a leading provider of single-source, tech-driven Integrated Facilities Management (IFM) solutions, serving Australia and New Zealand. With over 60 years of combined industry expertise, we specialize in enhancing facility performance through advanced analytics and end-to-end ERP software. Our comprehensive approach minimizes operational costs by enabling energy management, predictive maintenance, asset management, and more. Dedicated to delivering excellence, we focus on streamlining workflows and improving maintenance efficiency for our clients.
Role Description
The Compliance and HR Administration Coordinator is a full-time, on-site position based in the Greater Melbourne Area. This role provides administrative and coordination support across compliance, HR and general business operations. The role is responsible for assisting with ISO audits, compliance tracking, contractor and supplier documentation, HR administration, policy maintenance, procurement support, contract renewals and reporting. This position plays an important part in ensuring company records, systems and processes are accurate, current and aligned with legislative, contractual and industry requirements.
Key Responsibilities
1. Compliance and Audit Support
* Assist with the coordination of ISO audits, surveillance activities and compliance reviews.
* Maintain registers and records relating to certifications, licences, insurance, contractor documentation and compliance obligations.
* Monitor expiry dates and follow up outstanding documentation from internal stakeholders, contractors and suppliers.
* Support the preparation of audit evidence, corrective action registers, management review inputs and compliance reports.
* Assist in maintaining document control systems to ensure records are current, complete and accessible.
2. HR Administration Support
* Assist with employee onboarding and offboarding processes, including preparation of documentation, system updates and record keeping.
* Maintain employee files and HR records to ensure accuracy, confidentiality and compliance.
* Coordinate HR administration tasks with payroll, including new starter details, employee changes and termination documentation.
* Respond to general HR queries and escalat matters where required.
* Support the administration of staff records, leave documentation, employment variations and related correspondence.
3. Policy and Procedure Management
* Maintain and update company policies, procedures, forms and registers.
* Ensure controlled documents are reviewed, version managed and aligned with current legislation, standards and company requirements.
* Assist with communicating policy and procedural updates to relevant teams.
* Support continuous improvement by identifying outdated documents, gaps in records or process inconsistencies.
4. Reviews, KPI and Contract Coordination
* Coordinate internal review schedules, KPI tracking, compliance updates and contract administration activities.
* Assist in preparing reports, summaries and documentation for management reviews, contract reviews and internal meetings.
* Track action items, follow up outstanding deliverables and ensure deadlines are met.
* Support the administration of contract renewals and related record keeping.
5. Procurement and Supplier Administration
* Assist with procurement administration, supplier onboarding and documentation checks.
* Maintain supplier records, agreements, insurance certificates and renewal dates.
* Support contract and supplier renewal processes, including follow-up with internal teams and external providers.
* Liaise with suppliers to obtain quotations, updated documentation and required compliance information.
6. General Administration
* Provide general administrative support including filing, document preparation, data entry and record management.
* Prepare routine reports, spreadsheets, correspondence and status updates as required.
* Liaise with internal departments and external stakeholders to coordinate requests, actions and deliverables.
* Support ad hoc administrative, compliance and HR projects as directed.
Key Selection Criteria
* Previous experience in an administrative, compliance, HR administration or business support role.
* Strong organisational skills with the ability to manage multiple tasks, deadlines and follow-up actions.
* High attention to detail and accuracy in record keeping, document control and data entry.
* Ability to manage confidential and sensitive information with discretion.
* Strong written and verbal communication skills.
* Proficiency in Microsoft Office, including Word, Excel and Outlook.
* Ability to work collaboratively with internal stakeholders, contractors, suppliers and external parties.
* Experience maintaining registers, records, policies or business documentation.
* Experience supporting ISO audits, quality systems, contractor compliance or management systems.
* Exposure to HR administration, onboarding, offboarding or payroll coordination.
* Experience with compliance reporting, procurement administration or contract renewals.
* Knowledge of document control processes and policy review practices.
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