Location: London E16, with occasional travel to client sites
Job Type: Full-time
Salary: Competitive, dependent on experience
We are looking for an organised, proactive and reliable Office Administrator / Compliance & Operations Assistant to join our team in London E16.
This is a varied role combining day-to-day office administration with operational and compliance support. The successful candidate will work closely with the Operations Manager, helping to maintain company systems, documentation and processes and ensuring that our records and management systems remain accurate, current and audit ready at all times.
The position will also involve occasional visits to client sites to assist with our own company audits, inspections and compliance activities, as well as attending meetings with clients when required.
Key Responsibilities
Day-to-day responsibilities will include:
- Providing general administrative support across the business
- Supporting the Operations Manager with daily operational and compliance requirements
- Maintaining company management systems, records, databases and documentation
- Ensuring company documents and records are accurate, current, correctly filed and readily available
- Maintaining effective document control, including reviewing, updating and archiving controlled documentation
- Monitoring certificates, training records, renewals, inspections and other compliance deadlines
- Assisting with the preparation, review and maintenance of company policies, procedures, forms, registers and records
- Ensuring company systems and documentation are maintained to a high standard and remain audit ready at all times
- Identifying missing, expired or incomplete company documentation and following up on required actions
- Assisting with internal compliance checks and maintaining appropriate supporting evidence
- Supporting the maintenance and continual improvement of the company's management systems
- Assisting with ISO-related documentation and ongoing management system maintenance
- Supporting internal and external audits, including preparing required documentation and evidence
- Recording and following up audit findings, corrective actions and improvement opportunities
- Assisting with the preparation of reports, spreadsheets, correspondence and other business documentation
- Communicating professionally with employees, clients, suppliers and other external parties
- Supporting general office organisation and coordination
- Undertaking other reasonable administrative, compliance and operational duties required for the effective day-to-day running of the business
Client Site Visits & Meetings
The role will include occasional travel to client sites as part of the company's operational and compliance activities.
This may include:
- Attending client sites to support our company's own audits, inspections and compliance requirements
- Assisting the Operations Manager with site-based audits and reviews
- Gathering and recording information relevant to our own company operations and management systems
- Maintaining accurate records and evidence arising from company site audits and inspections
- Recording observations, actions and follow-up requirements
- Ensuring actions identified during audits or site visits are recorded and followed through
- Attending operational, compliance and review meetings with clients
- Taking meeting notes and maintaining accurate records of agreed actions
- Following up internal actions arising from client meetings
- Representing the company professionally when attending client premises
The role does not involve auditing or maintaining the client's own management system or compliance documentation.
Compliance & ISO Management Systems
Previous experience within a compliance, quality, health & safety or environmental management environment would be advantageous.
Experience or working knowledge of the following standards is preferable:
- ISO 9001 – Quality Management Systems
- ISO 14001 – Environmental Management Systems
- ISO 45001 – Occupational Health & Safety Management Systems
Experience working with an Integrated Management System (IMS) would be particularly beneficial.
Relevant experience may include document control, internal audits, compliance registers, policies and procedures, corrective actions, risk assessments, management reviews and maintaining audit evidence.
About You
We are looking for someone who is:
- Highly organised with excellent attention to detail
- Proactive and able to identify and follow up outstanding actions
- Reliable, professional and comfortable working independently
- Able to manage multiple tasks, priorities and deadlines
- Confident maintaining structured systems and documentation
- Comfortable working in an environment where accurate record keeping and compliance are important
- Confident using Microsoft Office, particularly Word, Excel and Outlook
- Comfortable using electronic document management and company systems
- Able to handle confidential and commercially sensitive information appropriately
- A clear and professional communicator
- Confident communicating with clients and other external parties
- Comfortable attending meetings and client sites when required
- Interested in developing further knowledge of compliance, ISO standards and management systems
- Comfortable working closely with the Operations Manager and wider team
Experience
Previous experience in an administration, operations, compliance, quality, health & safety or similar support role is preferred.
Experience with ISO 9001, ISO 14001 and/or ISO 45001 is desirable but not essential.
Candidates with strong administrative and document-control experience who demonstrate excellent organisation, attention to detail and an interest in developing within compliance and ISO management systems are also encouraged to apply.
What We Offer
This is a varied position providing exposure to business administration, operations, compliance, client relationships and ISO management systems.
The successful candidate will work closely with the Operations Manager and have the opportunity to develop their practical knowledge of management systems, audits and compliance while becoming an important part of the company's day-to-day operations.
Location: London E16, with occasional travel to client sites
Hours: Full-time
Salary: Competitive, dependent on experience
To apply, please submit your CV together with a brief summary of your relevant administrative, operational, compliance or ISO experience.
Pay: £27,201.00-£31,175.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Free parking
- On-site parking
- Work from home
Application question(s):
Language:
Work authorisation:
- United Kingdom (preferred)
Work Location: In person
