Ops Compliance Coordinator

Posted 08-Feb-2023 Service line GWS Segment Role type Full-time Areas of Interest Administrative, Facilities Management Location(s) Leeds - England - United Kingdom of Great Britain and Northern Ireland

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)

CBRE GWS CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.