Compliance Administrator
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.
* Ensure asset certification is up to date and in accurate condition.
* The CAFM system is set up so clients, individual facilities managers, and the compliance team have customised access to view compliance status at any time. Therefore, the system relies heavily upon the compliance administrator monitoring mailboxes for incoming information and ensuring all compliance and certification documentation is thoroughly checked and correctly loaded onto the system once it is received.
* Any extra works or defects identified by inspections (remedial tasks), tests and assessments are identified, assigned priority classifications, and also loaded onto the compliance management system to ensure priority timescales are met.
* Support the Customer Service Centre Advisors in taking calls when required and time allows.
Main Duties, Responsibilities & Accountabilities
The Compliance Administration role includes but may not be exclusive to the following duties.
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 of certification and relevant documentation into local drives/CAFM and uploading to the relevant tasks with high level of attention to detail and focus on accuracy of data.
* Uploading and validation of documentation to correct PPM.
* Liaising with suppliers and chasing replacements for unsuitable documentation and requesting supporting documentation in the case of identified remedial actions.
* Creation of Remedial Actions as associated task against main compliance PPM and assigning priority and due date on the correct tab for the suppliers or FM’s to follow up. Remedial certification to be uploaded to associated child task once completed for comprehensive records to be established with full visibility of all actions taken.
System maintenance
* Clearing items from the compliance Mailbox into the correct folders in a timely manner to meet client SLA’s.
* Perform 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 of improving client compliance and accuracy of reporting.
* Rotation of 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 SLA’s and general compliance standards as outlined by the Client.
Technical Skills
* Working knowledge of Microsoft Office software (Word, Excel and PowerPoint).
Core Skills
* Must have the ability to not only load the data accurately and efficiently, but also to be able to interpret the received information and classify it in accordance with pre-set guidelines.
* High degree of accuracy and attention to detail is a must.
* Good analytical skills coupled with the ability to be able to effectively present findings in graphical, tabular and report format.
* Be very organised and able to meet tight deadlines.
* The ability to prioritise work effectively.
* Effective communication skills at all levels both within and outside the organisation, familiar with use of Microsoft Packages, CAFM and Reporting software.
* Computer literate.
* A working knowledge of FM compliance and HSE legislation is desirable but not essential.
Avison Young is an equal opportunity employer and is committed to treating all its employees and job applicants equitably. This includes implementing deliberate strategies that advance underrepresented communities in commercial real estate careers.
As a Disability Confident Employer, we are committed to removing any obstacles to inclusion.
Some of our roles may be remote and some roles may be specific to our offices, but you will need to confirm you have the right to work in the UK.
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