About Vault Outsourcing
Vault Outsourcing partners with businesses to provide reliable offshore talent and operational support. We connect skilled professionals in the Philippines with international businesses, helping them improve operational efficiency, maintain service quality, and achieve their business goals.
We are seeking a meticulous Quality and Compliance Administration Officer to provide administrative support to an international client's quality and compliance function. This is a non-customer-facing role focused on documentation review, record validation, data accuracy, audit preparation, and compliance administration.
The successful candidate will help ensure that records are complete, accurate, properly maintained, and aligned with established procedures and business requirements.
Key Responsibilities
Quality and Compliance Administration
- Review submitted installation and operational documentation against established checklists and business requirements.
- Process and maintain compliance records, supporting documents, and evidence within designated systems.
- Conduct desktop quality checks to identify missing, incomplete, inaccurate, or inconsistent information.
- Return documents with identified errors or omissions to the relevant internal teams for correction.
- Monitor outstanding documentation requirements and follow up with internal stakeholders.
- Maintain organised electronic filing systems and ensure records are stored in accordance with document retention procedures.
- Assist with preparing regulatory submissions and supporting documentation under established guidelines.
- Maintain training, product, decommissioning, and other compliance-related records.
- Monitor shared inboxes and process responses within agreed timeframes.
- Enter approved records into relevant portals accurately and in accordance with documented procedures.
Data Management and Quality Control
- Perform data entry, validation, and system updates with a high level of accuracy.
- Review records to ensure documentation meets applicable program and scheme requirements.
- Maintain document version control and ensure amended submissions are properly recorded.
- Identify discrepancies, missing information, and potential compliance issues, escalating them to the appropriate team member.
- Assist in preparing audit files and supporting evidence for internal and external reviews.
- Prepare and validate data for reports, dashboards, and performance monitoring.
- Maintain confidentiality when handling business, customer, and contractor information.
- Ensure records remain accurate, current, organised, and accessible for audit purposes.
Operational and Process Support
- Provide administrative support for quality assurance workflows and compliance activities.
- Maintain tracking registers, logs, and monitoring tools used by the team.
- Assist in tracking corrective actions and maintaining supporting records for audit findings.
- Coordinate with internal teams to resolve documentation gaps and outstanding requirements.
- Identify opportunities to improve administrative workflows and documentation processes.
- Support other quality and compliance administration tasks as required.
Qualifications and Requirements
- Previous experience in administration, compliance administration, quality assurance support, document control, or data processing.
- Intermediate proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
- Experience maintaining electronic records and documentation in a structured environment.
- Ability to handle high-volume administrative tasks while maintaining accuracy and consistency.
- Strong attention to detail, organisational skills, and time management.
- Ability to identify inconsistencies, investigate routine discrepancies, and follow established procedures.
- Strong written and verbal communication skills.
- Ability to manage confidential information and work effectively with multiple internal stakeholders.
- Comfortable working in a structured, process-driven environment.
Nice to Have
- Experience in compliance, audit, governance, quality assurance, or regulatory administration.
- Familiarity with CRM, workflow management, document management, or reporting systems.
- Experience preparing documentation for audits or compliance reviews.
- Exposure to utilities, energy efficiency, sustainability, construction, or trade-service industries.
- Experience supporting international clients or working in an offshore or remote team.
- A degree or qualification in Business Administration, Compliance, Quality Management, or a related field.
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