Compliance Administration Assistant

Virtual Staff 365; Philippines; Remote; PHP 279,000 - 424,000; Full time

Benefits offered by this job

Permanent WFH Setup

Dayshift (AEST)

Full-Time Job

HMO

Annual Leave

Christmas Bonus pro-rated

Job summary

Virtual Staff 365 is seeking a Compliance Administration Assistant to support the Compliance and Quality function, ensuring product documentation and testing records remain accurate from sample to shelf. You will manage filing systems, coordinate suppliers and laboratories, and assist with ERP data entry and reporting.

You will work with international stakeholders, maintain Declarations of Conformity, and prepare weekly compliance reports while following defined processes and checklists to drive

Qualifications

• Proven administrative and data entry experience within a corporate environment.
• Experience working in compliance, quality, buying, or supply chain administration.
• High level of attention to detail and ability to manage large volumes of data accurately.
• Strong written English communication skills for professional email communication.
• Excellent organisational and time management skills.
• Ability to follow processes, checklists, and critical paths systematically.
• Confidence communicating via phone and email with international stakeholders.

Responsibilities

• Document and manage compliance files and technical documentation.
• Coordinate product samples with suppliers and testing laboratories; follow up for reports.
• Enter and maintain product information in ERP; upload data into Salsify and AX.
• Prepare weekly compliance reports and track outstanding documentation.
• Liaise with international suppliers and labs to resolve pending documentation.

Skills

Administrative experience

Data entry

Attention to detail

Written English communication

Organisational skills

Time management

Phone/email communication

Tools

Microsoft Dynamics AX

Salsify

Job description

Job Description - Compliance Administration Assistant

Our client is a leading Australian distributor of gifting, homewares, and kitchenware products, dedicated to delivering high-quality consumer goods to the retail market. They pride themselves on importing and distributing functional and beautiful products that bring joy to households nationwide.

They are now seeking to hire a Compliance Administration Assistant to provide critical administrative and data support to the Compliance and Quality function. This key role ensures product compliance and safety from the sample stage through to retail shelves by maintaining accurate documentation and coordinating testing.

Documentation and Folder Management

• Maintain compliance files and technical documentation systematically
• Organise and maintain filing systems and document control structures
• Rename, merge, and update compliance files and folder structures
• Keep Declarations of Conformity up to date
• Verify warning labels, care instructions, barcodes, and country of origin information against compliance checklists
• Log customer quality complaints and track product defects

Supplier and Laboratory Coordination

• Coordinate product samples between suppliers and testing laboratories
• Follow up with suppliers and laboratories for testing reports and documentation
• Coordinate social audits with suppliers and maintain testing schedules
• Liaise with international suppliers and labs to resolve pending documentation
• Manage outbound calls to suppliers and laboratories as required

Systems Administration and Data Entry

• Enter and maintain product information in the ERP system
• Upload social audit information into Microsoft Dynamics AX
• Upload compliance and quality information into Salsify
• Assist with data entry for chemical assessments
• Coordinate Electrical Equipment Safety System renewals for approval
• Prepare weekly compliance reports and track outstanding documentation

Requirements

• Proven administrative and data entry experience within a corporate environment
• Experience working in compliance, quality, buying, or supply chain administration
• High level of attention to detail and ability to manage large volumes of data accurately
• Strong written English communication skills for professional email communication
• Excellent organisational and time management skills
• Ability to follow processes, checklists, and critical paths systematically
• Confidence communicating via phone and email with international stakeholders

Nice-to-Have Skills

• Prior exposure to product compliance, testing standards, or ethical sourcing
• Experience with social audits or testing standards
• Previous experience using ERP systems such as Microsoft Dynamics AX
• Previous experience using PIM systems such as Salsify

Benefits

• Permanent WFH Set-Up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-Time Job
• HMO
• Annual Leave
• Christmas Bonus equivalent to 1 month's wage (pro-rate)