Office Administration Policy Acknowledgement Assistant

HRS Talent Solutions; Nowra; Remote; AUD 57,000 - 60,000; Full time

Job summary

HRS Talent Solutions is hiring a remote Office Administration Policy Acknowledgement Assistant. This full-time role focuses on tracking acknowledgements of updated internal documents, managing distribution lists, and sending reminders to ensure accurate completion records.

No HR or compliance experience is required, and training is provided. You will work with online spreadsheets and email to maintain records, flag gaps, and prepare summaries for document owners.

Qualifications

• Experience in tracking acknowledgements and reminders.
• Ability to manage distribution lists and confirm receipts.
• Comfort with online spreadsheets and email.

Responsibilities

• Compare an assigned distribution list with incoming acknowledgement records.
• Update the online tracker for confirmations and pending responses.
• Send courteous reminders according to the provided schedule.
• Check returned emails and report addresses that need correction.
• Identify duplicate names or uncertain confirmations for review.
• Keep the current document link in the approved communication.
• Prepare a simple status summary for the document owner.
• Route policy-content questions to someone authorized to answer them.

Skills

Customer service

Office administration

List maintenance

Volunteer coordination

Tools

Online spreadsheets

Email

Job description

Office Administration Policy Acknowledgement Assistant

Office Administration | Policy Acknowledgements | Remote | Full-time | 56,680–59,800 per year

A team distributes an updated internal document. Someone then needs to know who has acknowledged receiving it, which responses are still outstanding, and whether the distribution list is accurate. This remote role provides that administrative tracking. The Policy Acknowledgement Tracker works with an approved online list, records confirmations, and follows the employer's reminder procedure. The role does not interpret the policy or decide whether a staff member has complied with its substance.

Keeping the list dependable

If a person replies from a different email address, compare the available details before updating a record. If the name belongs to two people, do not mark both complete. If a manager says a staff member is away, record that circumstance using the approved status rather than repeatedly sending reminders. The purpose is an honest picture of the distribution process, not a falsely perfect completion rate.

You might help prepare a summary for the document owner: number of notices sent, confirmations received, undelivered messages, and items needing attention. A confirmation should be traceable to the source message or system event. You would also notice whether someone new to the team needs the document and flag the gap for the owner. This is office administration with customer service skills in the way you write reminders and answer routine questions about where to find the document.

Work involved

• Compare an assigned distribution list with incoming acknowledgement records.
• Update the online tracker for confirmations and pending responses.
• Send courteous reminders according to the provided schedule.
• Check returned emails and report addresses that need correction.
• Identify duplicate names or uncertain confirmations for review.
• Keep the current document link in the approved communication.
• Prepare a simple status summary for the document owner.
• Route policy-content questions to someone authorized to answer them.

You do not need HR or compliance experience. Customer service, office administration, list maintenance, or volunteer coordination would be useful, but newcomers can learn the task. The employer will train you on the tracker, document access rules, and reminder timing. You should be comfortable with online spreadsheets and email, accurate with names, and willing to leave a record unresolved when evidence is incomplete.

The work is remote and is full-time. A home office or comparably private space will help you handle internal lists responsibly. The employer will tell candidates what materials and systems are available.

A recipient may acknowledge the wrong version of a document after an updated version was issued. Compare the date and link rather than marking the task complete on the strength of a “received” reply alone. If the document owner changes the distribution list, note when the new list took effect so the summary remains understandable. You may also prepare a reminder draft for approval, taking care that it does not imply someone has failed a duty merely because the system has not yet recorded a response.

The position is suited to someone who can keep a list accurate over several rounds of follow-up without sending the same message to a person who has already replied.

The tracker may also need a simple check at the end of the day. Compare the number of replies with the recorded confirmations and note any message that was filed without a corresponding status update. This is a useful safeguard when a busy team shares one inbox.

The tracker may show that a policy link was delivered, but delivery is not the same as an acknowledgement. Check the specific record or signed confirmation the employer accepts and note the correct version of the document. If a staff member says the link did not open, provide the approved access route and keep the item outstanding until the required response arrives. Do not infer consent or approval from silence. A manager should be able to see which acknowledgements are complete, which are pending, and which need a different kind of follow-up.

How applications are reviewed

A resume can show accurate tracking, follow-up, or careful communication even if the task was not called policy administration. Describe a situation where you noticed a missing response and handled it respectfully. Training is available, and no prior policy role is required. The hiring team may ask candidates who advance to complete its website application. The hiring company will confirm the document types and volume for its opening.