About The Role
The Compliance Administrator will be responsible for effectively developing and maintaining records, procedures and processes to measure compliance through the CAFM system. Acting as the central point for compliance, the administrator will deal with all queries and requirements from units and auditors to ensure that legal standards are achieved while maintaining accurate PPM schedules.
What You'll Be Doing
Records and information
* Collate, update and maintain documentation of compliance activities
* Manage inbox, K drive Maintenance Compliance folder, unit folders, investigation outcomes and compliance trackers
* Liaison with contractors to ensure correct documentation has been received
* Review certification from contractors to ensure compliance
* Provide assistance to internal or external auditors covering compliance reviews and provide the requested documentation
* Prepare periodic update reports regarding compliance operations and progress
* File appropriate compliance reports with regulatory agencies
* Monitor compliance systems to ensure their effectiveness – Verify that software technology is in place (PPMs through CAFM – Gap analysis) to adequately provide monitoring in all required areas meeting business needs
Procedures and policies
* Maintain procedures and policies relating to the management of compliance activities (from the process of capturing information to the creation and maintenance of the PPM planners)
* Develop the compliance schedule within the change control process; capture changes and subcontractor notifications to ensure responsibilities are aligned at all times
* Sample audit the procedure of the water risk management (e.g., ensuring hot and cold water temperatures are taken and recorded monthly and any variances are reported to the Helpdesk)
* Implement compliance related procedures and policies throughout the organisation
* Provide employee training on compliance procedures, related topics and policies
* Conduct internal reviews and audits to ensure that processes are followed
* Verify that all firm and regulatory policies and procedures have been documented, implemented and communicated
* Develop the annual review/audit programme to ensure compliance with internal and external requirements as suggested in the induction pack
* Develop and oversee internal reporting compliance systems
* Conduct environmental audits to ensure adherence to environmental standards
* Keep informed regarding pending industry changes, trends and best practices
* Assess the potential impact of these changes on organisational processes
Operational support
* Serve as point of contact for compliance
* Deal with certification requests from units, clients and auditors
* Manage process of compliance certification with subcontractors – remedial orders and general compliance across the portfolio
* Clarify issues or dilemmas
* Report irregularities
* Conduct or direct the internal investigation of compliance issues
* Manage difficult legal compliance issues
* Manage GAP analysis
* Review PPM schedules and ensure these cover all compliance aspects of the business
* Check legal requirements and confirm frequency for PPMs
* Liaise with Help Desk, Commercial and Maintenance Manager to cover gap analysis
* Evaluate and implement more efficient ways of working practices
Key working Relationships
* Maintenance Director
* Commercial Manager
* Maintenance Managers
* Compliance Lead
* Operational Teams
Skills / Knowledge
* A good knowledge of compliance management, processes and requirements
* Competence in public/customer contact
* Demonstrated experience of leading, motivating and working as part of a team
* Competence in project management
* Good understanding of compliance issues
* Excellent organising ability, energy, initiative and resourcefulness
* Ability to work under pressure and prioritise effectively
* Excellent communication skills
* A tactful and diplomatic working manner
* Strong interpersonal and communication skills which permit the individual to effectively communicate
* Team player adaptable to fast‑paced and changing environment
* Highly disciplined person, self‑motivated, and delivery focused
* Ability to manage tight processes, accuracy and attention to detail
Benefits
* Employee discounts across our brands
* Friends and Family Discount App
* Award‑winning training, apprenticeships and development programmes
* Health and wellbeing support
* Hybrid working with flexibility to support work‑life balance
* An inclusive and diverse workplace, with employee networks and communities
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