Compliance & Maintenance Administrator

About the Role: The Compliance Administrator will be responsible for effectively developing and maintaining records, procedures and processes to measure compliance through the CAFM system.

Being the central point for compliance, I will deal with all queries and requirements from units and auditors to ensure legal standards are achieved while maintaining accurate PPM schedules.

Key Responsibilities

• Collate, update and maintain documentation of compliance activities, including the management inbox, K drive, Maintenance Compliance folder, unit folders, investigation outcomes and compliance trackers.
• Liaise with contractors to ensure correct documentation has been received and review certification to ensure compliance.
• Provide assistance to internal or external auditors covering compliance reviews and provide requested documentation.
• Prepare periodic update reports regarding compliance operations and progress.
• File appropriate compliance reports with regulatory agencies.
• Monitor compliance systems to ensure their effectiveness.
• Verify that required software technology (e.g., PPMs through CAFM) is in place to adequately provide monitoring in all required areas and maintain procedures and policies related to the management of compliance activities.
• Develop the compliance schedule within the change control process to capture changes and subcontractor notifications and ensure responsibilities are aligned.
• Sample audit the procedure of water risk management (e.g., ensure hot and cold water temperatures are taken and recorded monthly and that any variances are reported to the Helpdesk).
• Implement compliance-related procedures and policies throughout the organisation and provide employee training on compliance procedures, related topics and policies.
• Conduct internal reviews and audits to ensure processes are followed, verify that all firm and regulatory policies and procedures are documented, implemented and communicated, and develop the annual review/audit programme to ensure compliance with internal and external requirements.
• Develop and oversee internal reporting compliance systems and conduct environmental audits to ensure adherence to environmental standards.
• Keep informed of pending industry changes, trends and best practices and assess the potential impact on organisational processes.
• Operate as the point of contact for compliance; deal with certification requests from units, clients and auditors and manage the process of compliance certification with subcontractors.
• Remediate orders and general compliance across the portfolio, clarify issues or dilemmas, report irregularities, conduct or direct internal investigations of compliance issues, and manage difficult legal compliance issues.
• Manage GAP analysis, review PPM schedules, check legal requirements, confirm PPM frequency, and liaise with Help Desk, Commercial, and Maintenance Manager to cover gap analysis.
• Evaluate and implement more efficient ways of working practices.

Key Working Relationships

Maintenance Director, Commercial Manager, Maintenance Managers, Compliance Lead, Operational Teams.

Qualifications and Skills

• A good knowledge of compliance management, processes, and requirements.
• Competence in public/customer contact and demonstrated experience of leading, motivating, and working as part of a team.
• Competence in project management and good understanding of compliance issues.
• Excellent organising ability, energy, initiative, resourcefulness, ability to work under pressure, prioritise effectively.
• Excellent communication skills, tactical and diplomatic working manner with strong interpersonal skills.
• Team player adaptable to fast-paced and changing environment.
• Highly disciplined, self motivated and delivery focused, with the ability to manage tight processes, accuracy and attention to detail.

Benefits

• Employee discounts across our brands.
• Friends and Family Discount App.
• Award winning training, apprenticeships and development programmes.
• Health and wellbeing support.
• Hybrid working with flexibility to support work life balance.
• An inclusive and diverse workplace with employee networks and communities.

At SSP, we value diversity and are committed to building a team that reflects a wide range of backgrounds, skills and perspectives.