Compliance Officer

COMPANY OVERVIEW

ABOUT FREE YOUR TIME NOW INC. (FYT)

Free Your Time Now Incorporated (FYT) is a Philippine-based support organization registered in Cavite, with a facility in Cebu, and owned by two Australians and one Filipina. In partnership with Increase International, we provide administration, project coordination, compliance, and operational support services, and we maintain ISO-certified standards in quality and information security.

Our core business includes virtual assistant and administrative support, using skilled people, effective processes, and technology to help clients operate more efficiently. We also support companies working toward ISO certification through the preparation and improvement of their processes and documentation.

Our core values are customer focus, integrity and compliance, excellence and quality, innovation and adaptability, collaboration and respect, security and privacy, and accountability. We value people who are willing to learn, adapt to change, take ownership of their responsibilities, and consistently deliver reliable, high-quality work.

JOB OVERVIEW

We are looking for a Compliance Officer to join our team who is organised, process-driven, and can work in a fast-paced, deadline-driven environment while providing compliance and mobilisation administrative support remotely.

As a Compliance Officer, you will support the client's system compliance and mobilisation function, ensuring compliance documentation and system records are accurate, current, and complete, and that new staff, subcontractors, and projects are mobilised in line with the client's requirements. The client's processes are already mapped, and full training, including system access, will be provided.

Ultimately, you should be able to manage compliance and mobilisation administration tasks accurately and produce high-quality work with little supervision.

DUTIES AND RESPONSIBILITIES

• System compliance

o Maintain and update compliance records across relevant systems (e.g., licences, tickets, certifications, inductions, insurances)

o Track expiry dates of licences, tickets, and certifications, and proactively follow up renewals with staff and subcontractors

o Monitor compliance dashboards and registers, flagging gaps, discrepancies, or non-conformances

o Upload and file compliance documentation into the organisation's management systems, ensuring records are accurate and complete

o Assist in preparing compliance reports and registers for internal and client review

o Support internal and external audits by compiling and organising required documentation

• Mobilisation support

o Support the mobilisation process for new projects, staff, or subcontractors, ensuring all compliance requirements are met prior to site/project start

o Liaise with staff, subcontractors, and clients to collect outstanding compliance documentation ahead of mobilisation deadlines

o Coordinate with internal teams to confirm mobilisation readiness (documentation, inductions, system access) is complete

o Maintain accurate mobilisation trackers and escalate outstanding items that may delay a start date

o Support mobilisation with Pegasus compliance (Rio Tinto)

o Support mobilisation with issuing inductions for MRL

• Other responsibilities

o Follow established compliance workflows and checklists as mapped by the client (full training and system access provided)

o Update and maintain company/client compliance processes and documentation

o Ensure data entered into compliance and mobilisation systems is accurate, complete, and current

o Follow-up with staff, subcontractors, and vendors as needed to close out compliance gaps

o Assist with other administrative tasks as required

QUALIFICATION AND SKILLS

• Certificate or Diploma in Business Administration, WHS/Compliance, or a related field (or equivalent relevant experience).

Experience in:

• Previous administrative, compliance, or document control experience is preferred
• Strong data entry and record-keeping skills with a high level of accuracy
• Demonstrated computer skills including Microsoft Office (Word, Excel, Outlook)
• Experience with compliance management or WHS systems is an advantage, though not essential
• Well-developed problem-solving skills and ability to follow documented processes and checklists precisely
• Ability to prioritise workloads, manage multiple compliance items, and meet deadlines
• High level of discretion and confidentiality when handling personal and compliance-related information
• Strong written and verbal communication skills, including confidently following up outstanding items
• Ability to commit to personal and professional development
• Knowledge and proficiency with the following systems and programs, with full training and system access provided:

o Word, Excel, Outlook, SharePoint

o Compliance/WHS management system (as used by the client)

o Document control/records management software

REQUIRED EQUIPMENT

• Reliable computer or laptop
• Noise-cancellation headset with mouthpiece
• Clear webcam
• Stable wired internet connection, NOT pre-paid wireless modem or dependent on cellular network only.

DESIRED PERSONAL QUALITIES

• Strong organisational skills and exceptionally high attention to detail
• Highly proactive and able to take initiative in solving challenges
• Adaptable and flexible in a dynamic, deadline-driven work environment
• Excellent interpersonal skills and ability to build strong working relationships
• Self-motivated with a high level of accountability
• Detail-oriented with a commitment to producing high-quality, accurate work
• Positive attitude and a strong team player mentality
• Ability to work under pressure and meet tight compliance deadlines
• Quick self-learner who proactively completes tasks with accuracy
• Open, honest, and direct about personal needs, knowledge, abilities, availability, and interests
• A clear communicator, both written and verbal
• Ability to work autonomously and show initiative
• Passionate, resilient, motivated, and responsible.

Benefits:

• Health insurance

Application Question(s):

• Describe your experience maintaining or tracking compliance records such as licences, tickets, certifications, inductions, or insurances — including how you monitored expiry dates and followed up on renewals. Please mention which systems or tools you used and roughly how many records or staff you were tracking at once.
• Describe your experience supporting a mobilisation process — for example, coordinating compliance documentation for new staff, subcontractors, or projects ahead of a start date, and confirming that all requirements (documentation, inductions, system access) were in place before mobilisation.
• How do you manage and prioritize multiple compliance items or deadlines at the same time, especially when one is close to lapsing or a mobilisation date is approaching?
• What systems or software have you used for compliance, WHS, or document/records management (e.g., compliance dashboards, registers, SharePoint, Microsoft Office)?
• Describe your approach to handling confidential or sensitive compliance-related information.
• Describe a time you identified a gap, discrepancy, or non-conformance in a compliance record, or had to follow a detailed compliance checklist precisely. What steps did you take, and what was the outcome?
• This role involves working within some of the client's specific compliance and mobilisation systems, such as contractor compliance platforms and site induction systems (for example, Pegasus). Describe your familiarity with these or similar client-specific compliance platforms. If you haven't used these specific systems before, describe your experience learning and quickly adapting to a new client-provided system with minimal supervision.
• How soon can you start?
• What's your salary expectation? Is that final or negotiable?

Work Location: In person