WHS & Compliance Virtual Assistant (AU Building Code Focus)

Reports To: Director of Technical Services / Compliance Manager

Job Summary

A strong understanding of Australian WHS legislation, SafeWork Codes of Practice, and Australian Building Codes is essential.

Key Responsibilities

• Support the implementation and review of company-wide compliance documentation in line with the QHSE Management System.
• Monitor updates to Australian WHS legislation and assist in updating internal documentation accordingly.
• Maintain and update the online Compliance Library (myBuildings) with accurate records of permits, checklists, and contractor documentation.
• Track expiry dates and escalate overdue compliance documents to Facilities Managers.
• Assist in preparation of monthly risk and compliance reports.

• Track and monitor CM3 pre-qualified and exempt contractor compliance (insurances, permits, licenses).
• Review Safe Work Method Statements (SWMS) and Risk Assessments submitted by contractors.
• Ensure all documentation complies with Australian WHS requirements before works commence.
• Support FM team with contractor performance tracking and documentation.

• Daily monitoring of incident reports logged via the MyBuildings platform.
• Review and classify incidents according to SafeWork NSW guidelines.
• Follow up with FMs to ensure timely closure and reporting of all incidents (within 30-day window).
• Maintain notifiable incident registers and liaise with FMs on report escalation procedures.

• Support FMs and PMs with the Annual Fire Safety Statement (AFSS) process.
• Monitor and maintain milestone tracking for AFSS documentation and contractor compliance.
• Assist in tracking and follow-up of council-mandated Fire Orders.

• Support audit preparation by checking completeness of compliance documentation.
• Assist in scheduling and collating internal site audit results using the department’s audit spreadsheet.
• Help ensure each building meets compliance standards (targeting >80% internal audit score).

• Assist in standardizing WHS procedures and compliance reporting across all managed sites.
• Identify opportunities for process improvement and share with the onshore compliance lead.

• Minimum 2 years of experience in a compliance, safety, or facilities admin support role.
• Thorough understanding of Australian WHS legislation, Building Codes, and SafeWork NSW practices.
• Experience working with compliance tracking systems (e.g., myBuildings, CM3).
• Strong analytical skills and attention to detail in documentation review.
• Excellent written and verbal communication skills in English.
• Proficient in Microsoft Excel and Google Sheets for tracking and reporting.
• Ability to work independently while closely collaborating with onshore teams.

• Experience in supporting property/facilities management teams in Australia.
• Prior work in WHS, compliance, or audit administration for Australian companies.
• Familiarity with Australian Fire Safety regulations and reporting processes.