ADMIN SPECIALIST (OFFICE BASED)

ABOUT THE ROLE

Our Client provides ongoing outsourced workplace health and safety (WHS) services to small and medium Australian businesses, working as part of their team.

You’ll own an allocated client portfolio as the primary contact, build lasting relationships and understand each client’s operations and WHS priorities. You’ll coordinate daily administration, WHS documentation and schedules under the Senior Administrator’s guidance.

KEY RESPONSIBILITIES

Client management and systems

• Manage daily client support, routine queries, deadlines and follow-up of outstanding information and actions.

• Coordinate onboarding, including proposals, contracts, account setup, system access and initial WHS documentation; keep CRM and business records accurate.

• Monitor client progress and escalate technical WHS matters, compliance risks, delays and significant issues to the Senior Administrator.

WHS documentation and compliance

• Review, organise and format SOPs, risk assessments, SWMS, policies and procedures under the Senior Administrator’s guidance.

• Control documents, forms, templates and records through version control, reviews, approvals, sign-offs, distribution, archiving and retirement.

• Maintain SharePoint and other document systems so records remain current, accessible and ready for audit; support audit preparation.

Training records and reporting

• Maintain training, induction, competency, licence and certificate records; track renewals and follow up with clients.

• Maintain incident, inspection, audit, action and compliance registers and supporting evidence; follow actions through to close-out, including corrective actions and overdue items.

• Prepare WHS reports, dashboards and data summaries for clients and management.

Scheduling and business support

• Coordinate site visits, audits, meetings and team schedules; maintain task trackers and flag overdue work.

• Provide general administrative support, including correspondence and records, and help improve workflows, WHS systems and the client experience as the business grows.

EXPERIENCE AND SKILLS

Essential

• At least 1–2 years’ administrative experience, managing multiple clients, competing priorities and deadlines accurately.

• Experience in document control, version control and formatting.

• Advanced Microsoft Office skills, including Excel, Outlook and SharePoint, and confidence using AI and emerging tools efficiently.

• Strong written and verbal English, with clear, concise and professional communication for Australian clients and stakeholders.

• Strong organisation, time management, attention to detail and follow-through.

Desirable

Position 1 – WHS Administrator (Biomedical or Health Science Background)

• Biomedical science, biomedical engineering or related health science background.

• Experience supporting Australian businesses, ideally in construction, trades, civil, industrial or similar industries.

• Exposure to WHS/OHS, compliance or regulatory documentation.

Position 2 – WHS Administrator (General Administration Background)

• Experience supporting Australian businesses, ideally in construction, trades, civil, industrial or similar industries.

• Exposure to WHS/OHS, compliance or regulatory documentation.

A safety background is not required, and full training will be provided.

HOW YOU WORK

• Take ownership and complete tasks proactively and reliably.

• Work independently, solve practical problems and adapt quickly to changing priorities.

• Work efficiently, switch between tasks and deliver client work with minimal ramp-up time.

• Collaborate, accept direction and feedback, ask questions and escalate when unsure.

• Learn willingly and contribute to ongoing improvement.

ROLE BOUNDARIES

Technical WHS advice, legislative interpretation and final approval remain with the Senior Administrator or WHS Manager. The

Administrator prepares and coordinates documents but does not independently approve WHS documents, risk controls or

compliance decisions.

The role requires active client coordination, follow-up and ownership of administrative deadlines.

SCHEDULE:

• Fixed Australian business hours
• Fixed Weekends Off
• Office-based Job
• Can start Immediately
• Willing to work in Ortigas Center, Pasig City

WHAT WE OFFER

• Salary Range: Php 30,000 – Php 35,000 per month depending on experience
• Annual Salary Reviews
• With HMO after a qualifying period
• A red-hot opportunity to work with a successful Australian Company that cares about you.
• A fun, energetic work environment
• High-level skills training
• Long-term career growth opportunities