Quality and Compliance Coordinator

Quality and Compliance Coordinator

Work Arrangement: Full-time, Remote
Location: Philippines
Schedule: 9:00 AM – 6:00 PM AEST
Employment Type: Full-time

About the Role

We are looking for a Quality and Compliance Coordinator to join an Australian-based company operating within a regulated product environment.

This is a hands-on role with a strong focus on quality, compliance, documentation, and process improvement. The successful candidate will play an important role in building and maintaining the company's Quality Management System (QMS), managing quality i ---------- and corrective actions, maintaining product and regulatory compliance, and developing clear, controlled processes across the business.

This is an excellent opportunity for someone with a solid foundation in quality and compliance who enjoys building systems from the ground up and taking ownership of processes.

You will not be expected to have a fully developed QMS on day one. The company will provide training and direction as you progressively build the quality framework and develop your capability within the role.

Approximately 70% of the role will focus on Quality and Compliance, while approximately 30% will involve cross-training and providing operational backup across areas such as customer service, purchasing, accounting support, and logistics.

Key Responsibilities
Quality and Compliance

Quality I ---------- Management

Own the Quality I ---------- database by logging, investigating, tracking, and closing out i ---------- .
Coordinate corrective and preventive actions (CAPA) with relevant stakeholders.
Verify the effectiveness of corrective actions.
Report quality i ---------- trends to management.

Quality Management System (QMS)

Build and develop the QMS from the ground up.
Develop the quality policy and quality manual structure.
Establish and maintain the documentation framework.
Maintain controlled document registers and version control.
Conduct internal reviews and support external audit preparation.

Product and Regulatory Compliance

Maintain product and regulatory compliance records.
Support regulatory registration, chemical categorisation, verification, and record-keeping requirements.
Maintain product compliance databases and records.
Manage SDS/TDS documentation, COA review and issuance, and related compliance documentation.
Support dangerous goods/hazardous classification, product labelling, and compliance forms.
Manage product release/hold procedures, batch traceability, and recall procedures.
Respond to customer quality and compliance questionnaires.

Risk Management

Maintain the operational risk register.
Identify and escalate emerging risks.
Support risk reporting and business continuity documentation.

Process Documentation and Continuous Improvement

Document and improve end-to-end operational processes.
Build and maintain a centralised SOP library with appropriate document control.
Lead process improvement initiatives.
Develop, review, and maintain core operating procedures.

Performance and Contract Support

Support monthly and quarterly performance reporting.
Assist with relevant operational performance data collection and reporting.
Cross-Training and Operational Support

As part of the role, you will be systematically cross-trained to provide genuine operational backup across several functions.

Customer Service
Process sales orders.
Manage customer enquiries.
Maintain customer records.
Handle customer complaints.
Assist with COA/SDS distribution.
Purchasing
Create and track purchase orders.
Check supplier documentation.
Assist with freight-forwarder documentation.
Support order receipting and related purchasing processes.
Accounting Support
Assist with forwarding and processing relevant purchase order, warehouse, freight, and transport documentation.
Logistics
Coordinate with third-party logistics providers and warehouses as required.
Support import/export documentation and shipping coordination.
What Success Looks Like

Within the first 3–6 months, you will be expected to contribute toward:

Establishing a functioning Quality I ---------- database where i ---------- are logged, investigated, and tracked through to closure.
Developing the initial QMS framework, including the quality policy, quality manual structure, and controlled document register.
Reviewing operational processes and identifying documentation gaps.
Ensuring product compliance records are current and properly maintained.
Reviewing and maintaining the SDS library.
Establishing consistent COA review and issuance processes.
Documenting and maintaining at least 10 core SOPs.
Developing an understanding of relevant performance reporting requirements.
Becoming sufficiently cross-trained across key operational functions to provide independent backup when required.
Requirements
Essential
3+ years of experience in quality, compliance, or operations, preferably within logistics, supply chain, distribution, manufacturing, or a regulated environment.
Experience building or managing a Quality Management System (QMS) or equivalent compliance framework.
Hands-on experience with quality i ---------- management, root cause analysis, and CAPA.
Strong process documentation skills.
Proficiency in Microsoft Excel and Word.
Strong written and verbal English communication skills.
Ability to work autonomously in a remote environment while aligning with an Australian-based management team.
Desirable
ISO 9001 awareness or a formal quality qualification.
Experience with ERP/CRM systems or business reporting tools.
Knowledge of import/export and international shipping processes.
Experience in chemical distribution or another regulated industry.
Previous experience supporting an Australian or international company remotely.
Important Note on AICIS

AICIS experience is not a strict requirement.

The role involves Australian-specific regulatory requirements, including AICIS, but these can be learned on the job. What is more important is your underlying experience in regulatory compliance, quality systems, documentation management, and process control.

The Ideal Candidate

We are looking for someone who is:

Methodical and process-driven, with the ability to build systems that others can follow.
Self-directed and comfortable managing priorities in a remote environment.
Proactive in identifying risks, raising concerns, and driving issues through to resolution.
Highly detail-oriented when dealing with compliance, documentation, and i ---------- records.
Comfortable with ambiguity and building processes from scratch.
Adaptable and willing to work across different operational functions.
Collaborative and comfortable working with a remote, cross-functional team.
A strong communicator who keeps stakeholders informed.
Practical and solutions-focused, viewing quality as an opportunity for process improvement rather than simply policing compliance.
Systems and Tools

Experience with any of the following would be advantageous:

ERP and inventory management systems
CRM systems
Microsoft Office / Microsoft Excel
SharePoint
Product compliance databases
Quality and i ---------- management databases
Business reporting and data tools
Working Conditions
Full-time, remote position based in the Philippines
Working hours aligned with AEST
Regular communication with the Australian team via Teams and email
Flexibility required across quality, compliance, and operational priorities
Occasional extended hours may be required for urgent operational or contractual requirements.
Why This Role?

This is an opportunity to join a small Australian team where you can make a tangible impact.

Rather than simply maintaining an established quality system, you will have the opportunity to help build the framework, processes, documentation, and capability from the ground up.

If you have a strong foundation in quality and compliance, enjoy creating structure where there isn't one yet, and are comfortable working across different areas of a business, this role offers the opportunity to take real ownership and grow with the organisation.