Audit Documentation and Records Administrator

MJB-JLL Group Services; Polska; Hybrid; PLN 120,000 - 180,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Poland is seeking an Audit Documentation & Records Administrator to organize master audit records for ISO standards within a global programs team. The role focuses on coordinating evidence, maintaining checklists and dashboards in Excel, and ensuring timely submissions across internal audit, facilities, and leadership.

No ISO certification experience is required; this is an administrative, not technical role.

Qualifications

• 2+ years of experience in records management, document control, administrative support, or compliance coordination.
• Strong working knowledge of Microsoft 365, especially Excel (data entry, basic formulas, filters, and protecting/unprotecting sheets), plus SharePoint or another document-management system.
• Strong organizational skills and attention to detail when filing and cross-referencing.
• Discretion handling confidential material and effective written communication for status reports.
• Ability to travel as needed.
• Not required: ISO certification or audit experience; this is an administrative role.

Responsibilities

• Collect status updates, evidence, findings, and corrective-action details from stakeholders and track overdue submissions.
• Maintain the master audit checklist and its summary dashboard in Excel, ensuring accuracy and proper formatting.
• Build and maintain an indexed evidence repository with consistent naming and version control.
• Coordinate across internal audit, facilities, HSSE, and leadership; schedule interviews and assemble support packages.
• Prepare monthly readiness and escalation reports for overdue submissions; manage access per confidentiality.

Skills

Strong organizational skills

Attention to detail

Clear written communication

Discretion handling confidential data

Tools

Microsoft 365

Excel

SharePoint

Job description

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Audit Documentation & Records Administrator – JLL

What this job involves:

If you're the person who keeps everyone organized, keeps track of what's due, and makes sure nothing slips through the cracks, we'd like to meet you. You'll join JLL's Global Programs team supporting a global technology client as the central keeper of their master audit records. These records track compliance across ISO 9001, ISO/IEC 27001, ISO 22301, ISO 45001, ISO 14001, and the client's own workplace and facilities audit programs. You'll keep them current, complete, and easy to find, and you'll make sure the right people have what they need throughout the audit cycle. This is a coordination and records role, not an auditing role. You won't judge compliance or sign off on findings. Your job is to make sure the people who do have everything organized and on time. You don't need ISO certification or audit experience.

What your day-to-day will look like:

Collect status updates, evidence, findings, and corrective-action details from theme owners, risk owners, and subject-matter experts, and follow up when submissions are overdue. Maintain the master audit checklist and its summary dashboard in Excel, keeping it accurate, well formatted, and free of broken formulas or links. Build and maintain an indexed evidence repository, applying consistent file-naming and version-control conventions so every document traces back to its checklist item. Track corrective-action target dates and send reminders as deadlines approach or pass. Distribute current checklists, extracts, and reports to auditors, management, and certification bodies, and manage access in line with the material's confidentiality classification. Prepare monthly readiness reports, open-action logs, and escalation reports for overdue submissions. Coordinate across internal audit, facilities, HSSE, and leadership, including scheduling interviews and assembling audit support packages. Expect this to take about 30–40% of your time, depending on the audit cycle.

Required Qualifications:

2+ years of experience in records management, document control, administrative support, or compliance coordination Strong working knowledge of Microsoft 365, especially Excel (data entry, basic formulas, filters, and protecting/unprotecting sheets), plus SharePoint or another document-management or records system Strong organizational skills and attention to detail when filing and cross-referencing Comfort following up with multiple stakeholders and chasing outstanding submissions Discretion handling confidential and private-classified material Clear written communication for status reports and distribution notices Ability to travel as needed Not required: certification or expertise in ISO 9001/27001/22301/45001/14001, risk‑assessment methodology, or auditing — this is an administrative, not a technical or assurance, role.

Location: Remote –Warsaw, POL

Job Tags: Contractor Safety, Environmental Safety, Environment Management, ISO 45001, Land Real Estate Management, Life Sciences Facility Real Estate Management, Life Sciences Industry Knowledge, Multi-family Housing Real Estate Management, Office Real Estate Management, Proactive Thinking, Professional Services Industry Knowledge, Real Estate Industry Knowledge, Real Estate Investor Industry Knowledge, Residential Real Estate Management, Safety Management

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