Job Title: Facilities & Compliance Coordinator
Job Purpose: To manage customer requests and assign and deliver on tasks to meet customer's SLA requirements, to upload compliance data to eLogBook 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 Technical Manager if remedials are required.
To manage compliance to maintain a 100% compliance status and ensure that CBRE are getting true VFM from supply partners.
Ensure effective delivery of all facility services and communicate effectively with the wider team.
Maintain housekeeping and ensure monthly observations are captured and followed up on.
Build a strong rapport with the team, suppliers, and customers.
Book all contractors in with reception prior to arrival and ensure inductions are completed.
Key Tasks: CAFM Systems: To complete jobs via SI CAFM system and support technical manager in ensuring the team close these out in a timely manner.
Support with contractors closing 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 SI as appropriate.Professional call handling manner and written communication to be always displayed (friendly & approachable).When handling customer calls, understand and correctly interpret customers' requirements and include all details needed for task completion.eLogBooks: Ensure that the compliance tracker is constantly updated on Microsoft Teams and eLogbooks 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 technical manager straight away.Compliance tracker to be sent to Technical Manager monthly displaying most recent uploaded compliance records.Other Duties: Complete Weekly PM's and Reactive tasks.Supervise contractors ensuring they adhere to all H&S and site rules, following their RAMS.Complete site inductions and save copies in shared drive.Supply completed Security Packs to Vetting team.Forklift operative for when it's required, as well as IPAF licence, PASMA support and any maintenance training to undertake required responsibilities.Keep Asset list updated.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.Support with Reception reference and helpdesk.Decision Making/Budgetary Control: Reporting to Technical Service Manager.Financial Authority Level £500.00.Decision making must be in line with facilitating completion of the 'key tasks' outlined above and any objectives set by the Technical Manager.Success Measures/Objectives: Email management and Customer enquiries handled in a timely manner.Work issued by CAFM system in a timely manner to resources and works completed.Compliance tracker up to date to reflect compliance status as well as Risk register.Other key functions for the business and needs of the customer supported.Core Competencies: ResponsivenessReliabilityUnderstanding the customerAccessibilityInnovation & ImprovementAbility to multitaskIOSHPerson Specification: Essential: 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.Desirable: Knowledge of compliance processes e.g.
frequency of risk assessments.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.Specifically worked within an FM environment.Aptitude: Needs to be a good team worker, self-starter, requires little supervision for completing the task, good problem solver, motivator to the team, organized, able to prioritize and deliver within high pressure, business critical environments, committed to the delivery of excellent customer service, support with site audits and H&S requirements.
Circumstances: 40 Hours per week, 07:30-16:15 hrs Mon – Thu, 07:30 – 15:00 - Fri.
Core Competencies: Accessible to Contract team and customer representatives.Responsive to the needs of Contract team and customer representatives.To understand the requirements of the Contract team and customer representatives.To be a consistently reliable and helpful member of the team.To respond and support in emergency situations.Job Type: Full-time
Pay: £26,000.00-£28,000.00 per year
Benefits: Company pensionFree parkingOn-site parkingSchedule: Monday to FridayEducation: GCSE or equivalent (preferred)Licence/Certification: Driving Licence (preferred)Work Location: In person
Reference ID: Compliance Coordinator
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