Systems & Compliance Administrator

Overview

Join our dynamic team at Enezync, a leading offshore recruitment solutions company providing exceptional ICT support, finance, admin & customer services to Australian clients.

Do you thrive in a fast-paced environment and enjoy keeping operational systems accurate, usable, and reliable? We are looking for a highly organized and detail-oriented individual to join our team as a Systems & Compliance Administrator for our Australian client.

In this role, you will maintain workflows, forms, templates, user access, and project setups, coordinate issue triage, and support client compliance portals to ensure smooth and reliable day-to-day operations.

How to Apply:

If you are ready to take on this exciting challenge, please send your resume outlining why you are the perfect fit for this role to contact@enezync.com.au email id. Kindly mention "Systems & Compliance Administrator & your name" in the email subject line.

Note: Only shortlisted candidates will be contacted for further evaluation.

Primary Duties & Responsibilities

Business systems and workflow administration

· Maintain and support configured workflows, rules, notifications, forms and automations within client's business systems.

· Investigate failed or unexpected workflows, identify whether the cause is data, configuration or a vendor-managed integration, and coordinate the next action.

· Build or modify low-code workflows, forms and templates as requirements change, using clear conditional logic, triggers, exceptions and approval paths.

· Understand how information moves between systems and preserves the accuracy of required fields, permissions, and hand-offs.

Systems mailbox and issue triage

· Monitor action-required and error notifications sent to the systems mailbox.

· Distinguish routine operational data issues from system faults and route work to the relevant service team, internal owner or external vendor.

· Track recurring errors, identify patterns, and escalate unclear or repeated failures with enough evidence for effective investigation.

· Coordinate with integration partners and software vendors as the central point of contact when technical intervention is required

Project and user setup

· Complete recurring project setup tasks across systems, including work areas, project records, location structures, drawings, tags and permissions.

· Create and maintain user accounts, project membership, roles and access levels using approved requests and least-access principles.

· Load and configure Control Doc and Fire Doc projects so projects and site teams can complete their work.

· Maintain Timefiler for work areas and project permissions where manual configuration is required.

Templates, forms and documentation

· Create and update standard and project-specific templates, including conditional form fields and builder-specific requirements.

· Write a clear standard operating procedure whenever a new systems task is learned or changed.

· Validate new SOPs with the process owner, store them in the agreed systems administration library, and keep them current.

· Use low-activity periods to document workflows, improve controls, and reduce reliance on informal knowledge.

Compliance portal administration

· Maintain client and contractor compliance portals, including Rapid Global and other client-managed platforms.

· Upload and update insurance, company, questionnaire and standard compliance information when notified or when records expire.

· Create users, arrange required inductions, and maintain portal access for new projects and personnel.

· Keep a practical register of portal requirements, renewal cycles, owners, and outstanding actions.

How the role works

· The current work is maintenance-heavy, with periodic peaks for new projects, onboarding, renewals, and system changes.

· Remote work can suit ongoing administration and urgent support once the person is established.

· Structured handover: the successful candidate will receive one-on-one training from the current systems administrator and will document each process during onboarding.

· Improvement mindset: the role maintains what already works while identifying sensible opportunities to simplify, standardize, or automate repetitive tasks.

Role boundaries

· The role administers and supports operational systems; it is not a software developer or infrastructure engineer position.

· Project managers remain responsible for project planning, ITP requirements, process decisions, and the operational content to be loaded.

· The role configures systems, templates, access and project structures from approved information, and investigates when those elements do not work as intended.

· External integration providers remain responsible for modifying vendor-managed API code. This role coordinates diagnosis, evidence, and escalation.

First 90-day priorities

· Complete the handover of recurring systems administration and systems mailbox tasks.

· Document the highest-risk and highest-frequency processes, including Timefiler setup, Control Doc/Fire Doc administration and error triage.

· Establish a clear issue-routing guide for data errors, internal system issues, and vendor-managed integration failures.

· Create an inventory and maintenance schedule for client compliance portals, renewals, users, and inductions.

· Identify a short, prioritized list of repetitive tasks suitable for future standardization or automation.

Tools & Platforms

· Experience across operational systems like Donesafe, Jobpac, Simpro, Uptick, Timefiler, or Control Doc/Fire Doc is preferred, though direct experience with every platform is not required.

· Familiarity with client compliance portals and vendor-managed integrations is highly advantageous.

· The ability to learn unfamiliar software and systems quickly is mandatory.

Competencies & Skills

· Strong logical thinking and the ability to map conditions, triggers, exceptions, dependencies and outcomes across a workflow.

· Practical experience administering business software, including user access, permissions, forms, templates, or low-code workflows.

· Confidence of troubleshooting unfamiliar systems and working methodically from an error message to the responsible owner or fix path.

· High attention to detail when copying, validating and configuring project, user, and compliance information.

· Clear written communication and the discipline to turn taught processes into usable SOPs.

· Exposure workflow platforms, Microsoft Forms, Power Automate, database concepts, or other configurable business systems.

· Experience working across several applications rather than specialising in only one product.

· Experience coordinating with software vendors, integration partners or internal service teams.

· Construction, project delivery, quality assurance, or compliance administration experience. This is helpful, not mandatory.

· Familiarity with ITP, drawing, site-access or client-portal processes.

Educational Qualification:

· Degree, diploma, or relevant certification in Information Technology, Business Information Systems, or a related discipline.

· Proven experience in business systems administration, workflow configuration, or compliance support.

· Excellent written and spoken English communication skills with strong process documentation abilities.

· Exceptional logical thinking, detail orientation, and analytical troubleshooting skills.

· Ability to map system dependencies, workflow logic, triggers, and approval paths.

· Strong ability to work independently and manage recurring administrative schedules effectively.

· A reliable and dedicated remote working environment is mandatory.

Perks & Benefits

· Attractive salary package par with the industry standard

· Learning and growth opportunities while having a Perfect life balance in a supportive working environment.

· Exposure to real-world Australian business scenarios.

· Work setup: Permanent Work from home / Work from anywhere in Sri Lanka.