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Compliance Manager – Facilities Management

  • Salary: £40000 - £45000 per annum, Benefits: Car

  • Location: Glasgow

  • Job type:

  • Reference: 41012038

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 Compliance Manager, Glasgow, Up to £40,000 + Car

Compliance Manager
Job Description

The role will support the Asset & Compliance Manager in monitoring statutory and mandatory planned maintenance, testing and inspection tasks to completion. They will ensure all required records are present and any stated remedial works or recommendations are undertaken or otherwise quoted or passed to the client as appropriate.

The successful candidate will co-ordinate with subcontractors and internal delivery teams to ensure that all compliance related tasks and information is in present, accurate and up to date ahead of all deadlines.  The Compliance Manager will take primary responsibility for ensuring that all compliance service records and certificates are present in the CAFM system and are checked and assured. They will also produce reporting to inform on compliance delivery to senior stakeholders.

 
Brief description of the role and responsibilities

– Provide client facing support on compliance delivery for service contracts as required.

 

– To support the Planned Services Manager to ensure that all properties & assets have the required level of planned maintenance and remain compliant.

 

– Line Management to a team of Compliance Inspection Controllers and Administrators

 

– Create PPM task completion and paperwork review targets and display continuous improvement regarding this.

 

– Ensure all remedial works stemming from maintenance visits are either undertaken, quoted to the client by the operations team or otherwise made visible to the client

 

– Ensure consistent and accurate reports are produced which indicate the completion of related works and gaps in certification to be resolved.

 

– Work with Nominated Operations Manager to improve compliance management and resolve issues on any client contract

 

– Ensure compliance with Quality Management System and ensure a consistent standard of reporting is produced by engineering teams

 

– Ensure timely feedback of updates and information for the client and attend client meetings if required.

 

– Ensure maximum productivity of the compliance administration team to prevent records from not being obtained or checked over the course of a reporting period

 

– Promote best practice, competence, and continuous improvement when in all aspects of compliance management

 

– Ensure adherence to KPI service level thresholds or otherwise provide mitigation for related contracts

 

Main duties and responsibilities will include but are not limited to

 

Technical

  • Ensure all service records and certification is reviewed for completeness and quality
  • Raise failures or remedial works with the ops team, client or subcontractor as required

 

People

  • Build relationships and collaborate with internal field engineering, helpdesk, management and central teams
  • Be primary point of contact for resolving all issues with compliance records

 

Customer

  • Produce reports and data exports on request and respond to client requests
  • Liaise with all internal and external teams in order to provide excellent customer service

 

Planning & Organising

  • Work proactively to ensure operational teams have produced and retained all compliance records
  • Collaborate with internal and external stakeholders to identify any issues and resolve.

Commercial / Financial

  • Mitigate the potential commercial penalties which may be enforced for the non-completion of compliance tasks or the absence of records relating to these tasks
  • Understand commercial implications before requested tasks to be added or removed from PPM Plans

Team

  • Support the PPM & Compliance Administrators in obtaining and checking all service records, and making these available on the client portals
  • Report areas of process breakdown or non-compliance to operational leads and support the resolution of these areas

 

Health & Safety

  • Ensure estate compliance for planned maintenance services within contract
  • Support internal and external audit teams in evidencing work completed and ensure safe delivery of future works

 

Experience and Qualifications

  • 5 years minimum experience in FM / Building Services industry.
  • Application and configuration of CAFM systems, ideally Concept Evolution
  • Very high ability with Microsoft Office packages, particularly Excel
  • Understanding of different compliance areas within the built environment / FM
  • High understanding of FM service and contract delivery and commercial implications

 

Personal Attributes

 

  • High attention to detail
  • Methodical and procedure approach to problem solving
  • Patient approach to work and communication style
  • Collaborative with stakeholders from different teams and organisations

 

Hours and Environment

 

This position will be based from the Glasgow regional office; however, the role holder may be required to travel to other offices and client sites as required.   

 

Core working hours for this position are from 08:00 until 16:30, Monday to Friday. However, flexibility will be expected regarding hours of work, to suit the needs of the business and team.