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Compliance Administrator

8 months ago

StokeonTrent, United Kingdom Avison Young Full time

**Overall Purpose of Job**
- 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 so that they can view their compliance status at any time. Therefore, the system relies heavily upon 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.
- Additionally, 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 that the 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 is not 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 / the 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 and 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.

**Desired Knowledge, Skills and Experience**

**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 their findings in graphical, tabular and report format.
- Be very organised and able to meet tight deadlines when required.
- The ability to be able to prioritise work effectively.
- Effective communication skills at all levels both within and outside of 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.

**Knowledge and Qualifications**
- 12 months experience of compliance / related Service Centre role
- Ideally, we would like you to have; experience of working in a fast-paced environment and previous office administration/ data entry experience would be advantageous.
- IOSH qualification desirable.

At Avison Young, we are committed to building an inclusive culture that empowers all of our employees to thrive, be successful and feel a sense of belonging. Avison Young is an equal opportunities, and is committed to treating all its employees and job applicants equally. If you are person with a disability, if you are neurodivergent, or if you have a condition that you believe may affect your performance during our selection process, Avison Young will be happy to make reasonable adjustments to our processes for you.

**Job Types**: Full-time, Permanent

Pay: £25,000.00-£26,000.00 per year

**Benefits**:

- Cycle to work scheme
- Free flu jabs
- Health & wellbeing programme
- Life insurance

Schedule:

- Monday to Friday

**Experience**:

- Compliance/relatedService Centre: 1 year (required)
- CAFM: 1 year (required)
- Microsoft Packages and Reporting Software: 2 years (required)

Work Location: In person

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