Job Overview
The People, Licensing & Compliance Coordinator will provide administrative and coordination support across people, licensing, and compliance functions.
Working closely with the HR Manager and Operations Manager, the role will be responsible for maintaining accurate records, preparing and filing documentation, monitoring important dates and expiry requirements, following up on outstanding information, and supporting administrative requirements related to employees, licenses, permits, and regulatory compliance.
This is a hands-on administrative and coordination role rather than a senior HR or compliance position. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities while ensuring tasks and documentation are completed accurately and on time.
Job Details
Work set up: Onsite
Schedule: Monday to Friday | 8:00 AM – 5:00 PM | Manila Time
Holiday: Will follow Australian holidays
Responsibilities
- Assist with employee onboarding and offboarding administration.
- Maintain employee information in HR and workforce management systems.
- Prepare standard employment contracts, variations, and other employee documentation using approved templates.
- Maintain organized and accurate electronic employee files and ensure required documentation is complete.
- Assist with visa and work-right checks and maintain supporting records.
- Support recruitment administration, including job advertising, interview scheduling, and candidate communication.
- Maintain probation and performance review schedules and provide reminders for upcoming reviews.
- Maintain employee policy acknowledgements and other required HR documentation.
- Maintain training and certification registers and track mandatory employee certifications.
- Monitor certification expiry dates and provide reminders for required renewals.
- Follow up with employees and managers regarding outstanding certificates, forms, and documentation.
- Assist with the administration of licenses, permits, variations, renewals, and other regulatory requirements.
- Prepare and collate supporting documentation for license and permit applications.
- Maintain accurate records of licenses, permits, approvals, and supporting documents.
- Maintain compliance calendars and registers to track expiry dates, renewal dates, and other key deadlines.
- Assist with correspondence and documentation for councils, licensing authorities, and other government departments.
- Liaise professionally with third-party organizations, including government bodies and city councils.
- Provide administrative support for new venue openings and acquisitions, including maintaining checklists, documentation, and approval requirements.
- Assist with insurance policy and renewal administration, workers' compensation records, incident documentation, and return-to-work administration.
- Maintain organized electronic filing systems, registers, calendars, checklists, and reminders across people, licensing, and compliance functions.
- Follow up on outstanding actions and documentation to ensure deadlines are met.
- Assist with basic reports, document management, and updates to policies and procedures as directed.
- Provide general administrative support to the HR Manager, Operations Manager, and wider management team as required.
Qualifications
- Previous experience in an administration, HR administration, coordinator, or similar support role.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to maintain accurate records and organized filing systems.
- Ability to manage multiple tasks, deadlines, and follow-ups effectively.
- Proactive approach with the ability to take ownership of administrative tasks through completion.
- Confident written and verbal English communication skills.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook.
- Comfortable learning and working across different systems and online portals.
- Ability to work independently while following direction from managers.
- Reliable when handling deadlines and confidential information.
- Willingness to learn licensing and compliance processes without needing to already be a specialist.
- Previous experience in HR or people administration is preferred.
- Experience in hospitality, hotels, liquor, retail, or another multi-site business is an advantage.
- Previous exposure to licensing, permits, compliance, or regulatory administration is preferred.
- Experience with Employment Hero, Tanda, Deputy, or similar HR/workforce systems is an advantage.
- Experience maintaining licenses, training records, certifications, or compliance registers is preferred.
- Experience dealing with government agencies, councils, or online government portals is an advantage.