Overview
We are a global commercial real estate advisory firm with a simple aim: to have real estate play a leading role in creating vibrant buildings, cities and places that deliver long‑lasting social value and economic impact.
Responsibilities
* The main purpose of the compliance administrator’s role is to maintain all parts of the compliance monitoring system and to ensure asset certification is up to date and in an accurate condition.
* The CAFM system is set up so clients and individual facilities managers, as well as the compliance team, will have customised access to view their compliance status at any time. Therefore, the system relies heavily on the compliance administrator monitoring mailboxes for incoming information and ensuring all compliance and certificate documentation is thoroughly checked and correctly loaded onto the system once it is received.
* Any extra works or defects identified by these inspections (remedial tasks), tests and assessments are identified, assigned priority classifications, and also loaded onto the compliance management system to ensure the priority timescales are met.
Compliance Document Management
* Monitoring the organisation’s compliance with regulations and internal policies to ensure they are up to date with the relevant legislation.
* Monitoring mailboxes for incoming information and data, inputting certification and relevant documentation into local drives / the CAFM and uploading to the relevant tasks with high attention to detail and focus on data accuracy.
* Uploading and validating documentation to the correct PPM.
* Liaising with suppliers and chasing replacements for unsuitable documentation and requesting supporting documentation in case of identified remedial actions.
* Creating remedial actions as associated tasks against the main compliance PPM, assigning priority and due date on the correct tab for suppliers or FM's to follow up; remedial certification is uploaded to the associated child task once completed for comprehensive record keeping.
System Maintenance
* Clearing items from the compliance mailbox into the correct folders in a timely manner to meet client SLAs.
* Performing regular audits and systematic reviews of any previous documentation, correcting document details where required.
System Analysis and Report Creation
* Carrying out gap analysis on the system data with a focus on improving client compliance and accuracy of reporting.
* Rotating duties based on the weekly rota set out by the Compliance Manager.
Communications
* Liaising with Regional Property Managers to resolve queries and meet client requests in relation to PPMs.
* Liaising with Supply Chain to ensure adherence to SLAs and general compliance standards as outlined by the client.
* Supporting the Customer Service Centre Advisors in taking calls when required and time allows.
Qualifications
Technical Skills
* Working knowledge of Microsoft Office software (Word, Excel and PowerPoint).
Core Skills
* Must have the ability to load data accurately and efficiently, interpret received information, and classify it in accordance with pre‑set guidelines.
* High degree of accuracy and attention to detail.
* Good analytical skills and ability to present findings in graphical, tabular and report format.
* Highly organised and able to meet tight deadlines.
* Ability to prioritise work effectively.
* Effective communication skills at all levels, familiarity with Microsoft Packages, CAFM and reporting software.
* Computer literate.
* Working knowledge of FM compliance and HSE legislation is desirable but not essential.
Experience
* Minimum of 12 months experience in a compliance or related Service Centre role.
* Experience working in a fast‑paced environment and previous office administration/data entry experience are advantageous.
* IOSH qualification desirable.
Equal Opportunities
Avison Young is an equal opportunity employer and is committed to treating all its employees and job applicants equitably.
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