Job Title Compliance Coordinator
Based Leeds – The Gateway
Reports to Regional Compliance Lead
PURPOSE OF THE JOB
To monitor & control Statutory Compliance and Non-Statutory Compliance service delivery, planned maintenance administrative tasks supporting operational team. Control security vetting details and support Compliance Manager & 3rd party suppliers in all contractual security & access requirements. Additional to this the support with Procurement of Sub-Contractors during annual anniversary. Manage customer requests and assign tasks to meet customer’s SLA requirements, to upload compliance data to E-Logbook systems consistently and report on status monthly to customer, also to evaluate services and service report sheets by supply partners from pre-planned maintenance services and notify CM/Supervisor if remedials are required. To manage compliance to maintain a 100% compliance status and ensure that CBRE are getting true VFM from supply partners.
MAIN DUTIES AND RESPONSIBILITIES
CAFM Systems & Call Handling:
- To assign jobs via in CAFM system to engineering resources and manage resources to close jobs within the SLA
- Ensure that all jobs are ‘assigned’
- Any jobs assigned have time inputs against them
- Any fails have legitimate reasons given for failed SLAs
- Raise reactive jobs on vis CAFM System as appropriate
- Professional call handling manner and written communication to be displayed at all times (friendly & approachable)
- When handling customer calls, understand and correctly interpret customers’ requirements
eLogbook’s
- Ensure that the compliance tracker is constantly updated on Smartsheet’s to reflect the current compliance status of the contract
- Chase up engineers and suppliers for service data and upload to eLogbook systems daily
- Ensure that the specific requirements are met for file naming formats for uploaded files
- Ensure that reasons for missed services are noted on the compliance tracker and where the reason falls under CBRE remit, to escalate to Supervisor or Service Manager
- Compliance tracker to be sent to customers monthly displaying most recent uploaded compliance records
Other Duties
- Provide holiday cover for Contract Support activities such as invoice pool, raising POs, updating trackers/spreadsheets
- Load all remedial/EW quotes onto WQ and chase client for responses if appropriate.
- Monitor and control monthly Statutory Maintenance Schedule in line with eLogbooks, Tableau as well as Service Insight PPM schedule.
o Monitor site attendance of Sub-Contractors
o Report on Failed/Rescheduled site attendance.
o Report on percentage closures/Failures to mitigate risk.
- Responsible for chasing all Statutory Compliance certification to demonstrate completion
o Upload all certification to eLogbooks including self-delivered tasks.
o Chase certification to delivery targets.
o Liaise with Subcontractors to manage certification.
- Assign and monitor completion of all PPM tasks on Service Insight system.
- Update Service Insight PPM Assets/Frequencies/Plan, as and when required.
- Support Regional Compliance Manager to ensure accurate delivery of annual maintenance across the estate utilising the Appendix A document.
- Achieve results within quality and time restraints.
- Perform with an understanding of business requirements and changes and ensuring continuous improvement.
- Actively participate in a diverse and effective team.
- Convey messages and ideas clearly and openly.
Skills
- To be able to use the computer-based systems provided
- Good communicator and problem solver
- Good compliance knowledge either ex engineer or 2 years within a similar role.
- A good basic education is essential, with at least GCSE passes in Maths and English or equivalent.
Knowledge
- Provide information and advice to department managers relating to administration and helpdesk services.
- Use a range of general office systems and software packages in an effective manner.
- Responsible for the operational management and administration of polices.
- Knowledge of compliance process e.g., frequency of risk assessments (desirable)
Experience
- Dealing with customers and customer problems and being able to provide a solution.
- Previous compliance role with 2 years or more experience or an engineer looking for an office role
- Worked within an FM environment (desirable)