Ops Compliance Coordinator - Leeds, United Kingdom - CBRE

CBRE

Verified Company

Leeds, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

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.
Monitor site attendance of Sub-Contractors
Report on Failed/Rescheduled site attendance.
Report on percentage closures/Failures to mitigate risk.
Responsible for chasing all Statutory Compliance certification to demonstrate completion
Upload all certification to eLogbooks including selfdelivered tasks.
Chase certification to delivery targets.
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 computerbased 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 clientcentric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by reg