Trades Compliance and Certificates Administrator
An administrator who keeps licences, certificates, and insurances current, so a job is never held up by paperwork.
- Engagement
- Full-time, managed Employer of Record
- Working hours
- Full-time, with core overlap across Australian Eastern business hours
- Experience level
- Two or more years in compliance, safety, or trades administration. Mid-level.
- Licences, tickets, and insurances tracked and renewed on time
- Certificates of compliance and safety documents prepared and filed
- Site documentation kept current against each job
- Audit-ready compliance evidence packs prepared on request
- Weekly compliance status and overdue-item reporting
- A document management system or SharePoint
- A field-service or job-management system, for example ServiceM8, simPRO, or AroFlo
- Microsoft 365
- Microsoft Excel
Why this role exists
A trades business loses jobs and hand-overs over paperwork that lapsed quietly. Licences, insurances, certificates of compliance, and safety records all sit on renewal cycles, and missing one stops a job at the worst time. The work is checklist-driven and steady, and it does not need to sit with field staff.
A dedicated compliance administrator holds the register year round, so audits and hand-overs are a print-out, not a panic.
A day in the role
- Review the renewal register and chase the items due next month.
- File two certificates of compliance against completed jobs.
- Update insurance certificates from a new subbie before scheduling.
- Prepare a compliance pack for an upcoming site hand-over.
What good looks like at 90 days
No licence or insurance lapses unnoticed, certificates are filed against jobs as they complete, site documentation is current, and a compliance pack can be produced on request without scramble.
Sector context
This role sits inside our trades and field services sector work, alongside dispatch, quoting, collections, and subcontractor support.
The Arcbridge difference
You direct the work. Arcbridge holds the employment.
Australian workplace law considers the real working relationship between a business and a worker, not only the contract label. Where an Australian business directly engages an offshore contractor and the practical working relationship resembles employment, classification and Fair Work questions can arise. The Fair Work Commission has scrutinised arrangements of this kind.
Arcbridge is designed to reduce the practical risks of informal offshore contractor arrangements by placing employment, payroll, leave, HR administration, and employment-side process inside a managed structure. Arcbridge or its nominated employment entity employs the team member. The client receives capability and outputs through a service agreement rather than directly engaging an offshore worker.
This is the difference between an informal offshore engagement and a structured offshore team. It is general information only, and is not a substitute for tailored legal, workplace relations, tax, or migration advice on a client's specific arrangements.
Core responsibilities
- Track licences, tickets, and insurances against renewal dates
- Prepare and file certificates of compliance and safety documents
- Keep site documentation current against each job, including SWMS and JSA records
- Chase outstanding documents from staff, subbies, and suppliers
- Maintain insurance certificates from subbies
- Prepare audit-ready compliance packs on request
- Report weekly on compliance status and overdue items
What this role is not
Clear scope protects the placement. These sit outside this brief, and we will say so before a call rather than after.
- This role maintains records to your framework. It does not provide WHS, licence, or regulatory advice, which are matters for the appropriate professional.
- It is not a safety officer and does not sign off on safe work.
- It does not perform on-site inspections.
Best-fit profile
- Two or more years in compliance, safety, or trades administration
- Methodical, checklist-driven, and thorough with records
- Strong written English for clear, accurate documentation
- Comfortable with safety paperwork and licence regimes
What Arcbridge screens for
Depth is the differentiation. These are the capabilities we test before a name reaches your shortlist.
Checklist discipline
We test the habit of running a register to completion, because a job can be stopped by one missing document.
Record accuracy
We screen for careful, accurate documentation that holds up to an audit or hand-over.
Follow-through
We assess persistence in chasing documents from staff, subbies, and suppliers.
Systems fluency
We look for genuine comfort with document and field-service systems.
How we measure success
The signals we hold this role to. These are quality and throughput measures the team member owns, not promises about your commercial results.
- Licences and insurances renewed before lapse
- Certificates of compliance and safety docs filed against each job
- Site documentation complete before hand-over
- Weekly compliance status and overdue-item reporting delivered
Who holds what
The managed structure is the point. You direct the work and own the outputs. Arcbridge holds the employment relationship and everything that comes with it.
You direct
- Your compliance checklists, safety requirements, and document standards
- Which jobs and certificates take priority
- How exceptions and gaps are escalated
Arcbridge holds
- The employment relationship, payroll, and superannuation equivalent
- Leave, performance management, and HR administration
- Onboarding, equipment, and day-to-day pastoral support
The commercial case
Audit-ready compliance protects the right to work on every site and removes the recurring scramble before a hand-over or audit. A dedicated administrator holds it year round. The managed structure delivers that capability without directly engaging an offshore worker.
Other Trades and Field Services roles
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View this roleTalk through this role
Place a Compliance Administrator.
Send the role brief or describe the work you need covered. We will confirm whether the role fits the Arcbridge model and arrange a 30-minute discovery call within one business day.
This document is general information only and is not legal, migration, registration, clinical, or tax advice. Arcbridge candidates are employed by Arcbridge or its nominated employment entity. The client receives managed offshore support aligned to the agreed role profile, hours, service fee, and reporting arrangements.