Compliance & Documentation Specialist

OX Group Global; Metro Manila; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

10 days annual leave

Birthday leave

Volunteer leave

Job summary

OX Tools in the Philippines seeks a Regulatory Data and QMS Specialist who will own the production and upkeep of compliance evidence, draft declarations, maintain document structure, and respond to customer requests. This global role is based in the Philippines and supports all markets.

You will manage Assent platform administration, packaging data submissions, customer audits, and KPI reporting, working with Global Engineering & Compliance Manager to keep the Quality Management System complete.

Qualifications

• Two to four years in a compliance, regulatory affairs, quality, document control or technical administration role.
• Demonstrable accuracy with detailed data.
• Strong written English, sufficient to draft documentation and customer-facing responses.
• Confident with Excel and comfortable learning new platforms quickly.
• Genuinely organised with multi-tasking abilities.

Responsibilities

• Own day-to-day administration of regulatory data and associated platforms.
• Track data completeness and escalate non-responses.
• Maintain regulatory data and flag gaps before shipment.
• Draft Declarations of Conformity and Declarations of Performance.
• Maintain QMS documents and evidence packs; respond to audits.

Skills

Regulatory compliance

Documentation management

Excel proficiency

Written English

Time management

Tools

Wrike

NetSuite

SharePoint

Salsify

Assent

Compliance Map

Source Intelligence

Job description

At OX Tools, we’re not just about tools, we’re about building something bigger.

At OX Tools, our vision is to bring the strength of the OX to every tradesperson through passion, design, and relentless pursuit of innovation. Our tools are instinctively recognised as Tough, Dynamic, Different and so are our people.

The Role:

This role owns the production and upkeep of that evidence. You will keep OX's regulatory data complete, assemble the compliance documentation that allows product to be sold, respond to customer compliance requests and maintain the document control that holds the global Quality Management System together.

This is the role that turns compliance from something one person carries in their head into something the business can evidence.

It is a global position based in the Philippines, not a regional support role - the work you produce is used in every market OX sells into.

Key Responsibilities:

1. Regulatory data and the Assent platform

• Own day-to-day administration of the Assent platform: campaign set-up, supplier chasing, response validation and completeness tracking.
• Track declaration completeness against the required product list and escalate persistent non-responders.
• Maintain EUDR and CBAM supporting data and flag gaps before they block shipment.
• Produce a monthly data-completeness summary for the Global Engineering & Compliance Manager.
• Draft Declarations of Conformity and Declarations of Performance from approved templates, assembling the correct standards, directives and supporting evidence for review.
• Maintain the technical documentation file structure so that any product's evidence pack can be produced on request.
• Draft and update technical data sheets and safety data sheet records against agreed formats.
• Maintain product labelling data and market-specific labelling requirements.
• Keep the Regulatory Requirements Matrix current, logging regulatory changes for assessment and tracking the resulting actions to closure.

3. Packaging, EPR and customer data submissions

• Compile and submit packaging data returns, including Extended Producer Responsibility reporting across applicable markets.
• Maintain packaging composition and weight data at product level, working with the design and supply chain teams to keep it accurate.
• Complete customer-specific compliance data requests, portal submissions and product data templates.

4. Customer audits and compliance questionnaires

• Act as first responder for incoming customer compliance questionnaires and audit paperwork - gathering evidence, drafting responses and preparing the pack for review.
• Maintain a reusable evidence library so repeat questions are answered from a controlled source rather than rebuilt each time.
• Track audit actions through to closure and chase evidence from suppliers and internal owners.

5. QMS document control

• Maintain the Master Document Register and Master Template Register, keeping revision status accurate and reconciled against released documents.
• Administer the document change request process: logging requests, routing for approval, issuing controlled versions and archiving superseded revisions.
• Maintain QMS records and retention in line with the Document Control Procedure.
• Administer non-conformance and corrective action records in Wrike - logging, tracking, chasing owners and reporting on overdue items.
• Prepare KPI and register data ahead of management review.

Scope and Decision Boundaries:

• Draft Declarations of Conformity and assemble the supporting evidence
• Flag regulatory changes and prepare the impact assessment
• Prepare audit responses and evidence packs
• Maintain registers, records and data completeness
• Escalate gaps, risks and non-responses promptly

What we’re looking for:

Skills/Experience

• Two to four years in a compliance, regulatory affairs, quality, document control or technical administration role - ideally in manufacturing, consumer products, electronics or a regulated supply chain.
• Demonstrable accuracy with detailed data. This role lives or dies on whether the data is right; a plausible‑looking submission with an error in it is worse than no submission.
• Strong written English, sufficient to draft documentation and customer‑facing responses that need only light review.
• Confident with Excel and comfortable learning new platforms quickly.
• Genuinely organised - able to hold thirty open threads with different deadlines and owners, and chase them without being reminded.
• Able to work independently across a time difference, and to flag problems early rather than absorb them.
• Exposure to any of: REACH, RoHS, Proposition 65, EPR or packaging reporting, conflict minerals, CE or UKCA marking, Declarations of Conformity.
• Experience with a supply chain compliance platform (Assent, Compliance Map, Source Intelligence or similar).
• Experience working within a documented QMS, or familiarity with ISO 9001 document control principles.
• Experience of supplier chasing or customer audit support.
• Familiarity with Wrike, NetSuite, SharePoint or Salsify.

Working arrangements:

• Time zone. This role reports into the UK. You will be expected to maintain a guaranteed overlap with UK business hours each day for handover, review and escalation. Exact hours will be agreed on appointment and are not expected to require permanent night working.
• Onboarding. The first three months involve close working with the Global Engineering & Compliance Manager while processes are documented and handed over. Expect structured training rather than a finished manual on day one.

What’s in it for you?

• The opportunity to be part of a growing, ambitious global brand
• The chance to grow and develop within the business
• 10 days annual leave + 5 days sick leave + birthday + volunteer leave
• A vibrant, supportive team culture

We live by three attributes: Humble, Hungry, People Smart. We work as One Team, put the Customer First, and challenge ourselves to innovate every day.

If you’re ready to grow with us and bring your energy, creativity, and teamwork, we’d love to hear from you.