Audit Documentation and Records Administrator

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Audit Documentation & Records Administrator – JLL

What this job involves:

If you're the person who keeps everyone organized, keeps track of what's due, and makes sure nothing slips through the cracks, we'd like to meet you. You'll join JLL's Global Programs team supporting a global technology client as the central keeper of their master audit records. These records track compliance across ISO 9001, ISO/IEC 27001, ISO 22301, ISO 45001, ISO 14001, and the client's own workplace and facilities audit programs. You'll keep them current, complete, and easy to find, and you'll make sure the right people have what they need throughout the audit cycle. This is a coordination and records role, not an auditing role. You won't judge compliance or sign off on findings. Your job is to make sure the people who do have everything organized and on time. You don't need ISO certification or audit experience.

What your day-to-day will look like:

• Collect status updates, evidence, findings, and corrective-action details from theme owners, risk owners, and subject-matter experts, and follow up when submissions are overdue.
• Maintain the master audit checklist and its summary dashboard in Excel, keeping it accurate, well formatted, and free of broken formulas or links.
• Build and maintain an indexed evidence repository, applying consistent file-naming and version-control conventions so every document traces back to its checklist item.
• Track corrective-action target dates and send reminders as deadlines approach or pass.
• Distribute current checklists, extracts, and reports to auditors, management, and certification bodies, and manage access in line with the material's confidentiality classification.
• Prepare monthly readiness reports, open-action logs, and escalation reports for overdue submissions.
• Coordinate across internal audit, facilities, HSSE, and leadership, including scheduling interviews and assembling audit support packages. Expect this to take about 30–40% of your time, depending on the audit cycle.

Required Qualifications:

• 2+ years of experience in records management, document control, administrative support, or compliance coordination
• Strong working knowledge of Microsoft 365, especially Excel (data entry, basic formulas, filters, and protecting/unprotecting sheets), plus SharePoint or another document-management or records system
• Strong organizational skills and attention to detail when filing and cross-referencing
• Comfort following up with multiple stakeholders and chasing outstanding submissions
• Discretion handling confidential and private-classified material
• Clear written communication for status reports and distribution notices
• Ability to travel as needed

Not required:

Certification or expertise in ISO 9001/27001/22301/45001/14001, risk-assessment methodology, or auditing — this is an administrative, not a technical or assurance, role.

Location:

Remote – Warsaw, POL

Job Tags:

Contractor Safety, Environmental Safety, Environment Management, ISO 45001, Land Real Estate Management, Life Sciences Facility Real Estate Management, Life Sciences Industry Knowledge, Multi-family Housing Real Estate Management, Office Real Estate Management, Proactive Thinking, Professional Services Industry Knowledge, Real Estate Industry Knowledge, Real Estate Investor Industry Knowledge, Residential Real Estate Management, Safety Management

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!