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 will deal with all the queries and requirements from units and auditors to make sure that legal standards are achieved while maintaining accurate PPM schedules.

What you'll be doing:

Records and information

• Collate, update and maintain documentation of compliance activities
• Management inbox, K drive Maintenance Compliance folder, unit folders, investigation outcomes and compliance trackers
• Liaison with contractors to ensure correct documentation has been received
• Review certification from contractors to ensure compliance
• Provide assistance to internal or external auditors covering compliance reviews and provide the documentation requested
• 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 software technology is in place (PPMs through CAFM – Gap analysis) to adequately provide monitoring in all required areas meeting business needs

Procedures and policies

• Maintain procedures and policies relating to the management of compliance activities (from the process of capturing information to the creation and maintenance of the PPM planners)
• Including the development of the compliance schedule within the change control process which capture changes and subcontractor notifications to ensure responsibilities are aligned at all times
• Sample auditing the procedure of the water risk management (e.g. making sure that hot and cold water temperatures have been taking and recorded on a monthly basis and that any variances have been reported to the Helpdesk)
• Implementation of compliance related procedures and policies throughout the organisation
• Provide employee training on compliance procedures, related topics and policies
• Conduct internal reviews and audits to ensure that processes are followed
• Verify that all firm and regulatory policies and procedures have been documented, implemented and communicated
• Develop the annual review / audit programme to ensure compliance with internal and external requirements as suggested in the induction pack.
• Develop and oversee internal reporting compliance systems
• Conduct environmental audits to ensure adherence to environmental standards
• Keep informed regarding pending industry changes, trends and best practices
• Assess the potential impact of these changes on organisational processes

Operational support

• Serve as point of contact for compliance
• Deal with certification requests from units, clients and auditors
• Manage process of compliance certification with subcontractors - Remedial orders and general compliance across the portfolio
• Clarification on issues or dilemmas
• Report irregularities
• Conduct or direct the internal investigation of compliance issues
• Manage difficult legal compliance issues
• Management of GAP analysis
• Review PPM schedules and ensure these are covering all compliance aspects of the business
• Check legal requirements and confirm frequency for PPMs
• Liaise with Help Desk, Commercial and Maintenance Manager to cover gap analysis
• Evaluation and implementation of more efficient ways of working practices

Key working Relationships

• Maintenance Director
• Commercial Manager
• Maintenance Managers
• Compliance Lead
• Operational Teams

To be successful in this role you'll need:

Skills / Knowledge

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

Why join SSP?
At SSP, we’re passionate about creating places people want to be - whether that’s for our customers, our partners or our colleagues.When you join us, you’ll be part of a business where commercial thinking, collaboration and ownership really matter, and where your work can make a visible difference.We offer:Employee discounts across our brandsFriends and Family Discount AppAward-winning training, apprenticeships and development programmesHealth and wellbeing supportHybrid working with flexibility to support work–life balanceAn inclusive and diverse workplace, with employee networks and communities

Ready to join us?
If you’re excited by the opportunity to shape commercial performance in a key market, work closely with senior leaders and turn insight into action, we’d love to hear from you.

Start the best part of the journey with us.

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

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