Compliance Adminstrator - 15 Months FTC in Stoke-on-Trent

Our small Canadian‑born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives. In short, we are a global commercial real estate advisory firm with a simple aim for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long‑lasting social value and economic impact.

We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like‑minded people. Collaboration is embedded in the way we work – our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal‑led, privately‑owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal. This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.

Main Duties, Responsibilities & Accountabilities

The Compliance Administration role includes but is not exclusive to the following duties:

• The main purpose of the compliance administrator’s role is to maintain all parts of the compliance monitoring system and to ensure asset certification is up to date and in an accurate condition.
• The CAFM system is set up so clients and individual facilities managers, as well as the compliance team, will have customised access so that they can view their compliance status at any time. Therefore, the system relies heavily upon the compliance administrator monitoring mailboxes for incoming information and ensuring all compliance and certificate documentation is thoroughly checked and correctly loaded onto the system once it is received.
• Additionally, any extra works or defects identified by these inspections (remedial tasks), tests and assessments are identified, assigned priority classifications, and also loaded onto the compliance management system to ensure that the priority timescales are met.
• Support the Customer Service Centre Advisors in taking calls when required and time allows.

Compliance Document Management

• Monitoring the organisation’s compliance with regulations and internal policies to ensure they are up to date with the relevant legislation.
• Monitoring mailboxes for incoming information and data, inputting certification and relevant documentation into local drives / the CAFM and uploading to the relevant tasks with a high level of attention to detail and focus on accuracy of data.
• Uploading and validation of documentation to correct PPM.
• Liaising with suppliers and chasing replacements for unsuitable documentation and requesting supporting documentation in the case of identified remedial actions.
• Creation of remedial actions as associated task against main compliance PPM and assigning priority and due date on the correct tab for suppliers and/or FM’s to follow up. Remedial certification to be uploaded to associated child task once completed for comprehensive records to be established with full visibility of all actions taken.

System Maintenance

• Clearing items from the compliance mailbox into the correct folders in a timely manner to meet client SLA’s.
• Perform regular audits and systematic reviews of any previous documentation, correcting document details where required.

System Analysis and Report Creation

• Carrying out gap analysis on the system data with a focus on improving client compliance and accuracy of reporting.
• Rotation of duties based on the weekly rota set out by the Compliance Manager.

Communications

• Liaising with Regional Property Managers to resolve queries and meet client requests in relation to PPMs.
• Liaising with Supply Chain to ensure adherence to SLA’s and general compliance standards as outlined by the client.

Technical Skills

• Working knowledge of Microsoft Office software (Word, Excel and PowerPoint).

Core Skills

• Must have the ability to not only load the data accurately and efficiently, but also to be able to interpret the received information and classify it in accordance with pre‑set guidelines.
• High degree of accuracy and attention to detail is a must.
• Good analytical skills coupled with the ability to effectively present findings in graphical, tabular and report format.
• Be very organised and able to meet tight deadlines when required.
• Ability to prioritise work effectively.
• Effective communication skills at all levels both within and outside the organisation, familiar with use of Microsoft packages, CAFM and reporting software.
• Computer literate.
• A working knowledge of FM compliance and HSE legislation is desirable but not essential.

People & Purpose

At Avison Young, we’ve always put people at the heart of what we do. In the last few years, we’ve increased the diversity at our board, leadership and Principal levels. Avison Young stands out for our commitment to empowering women. In addition to increasing the number of women on our board and in our leadership ranks, our internal Women’s Network of more than 500 members come together for networking and learning, and advise the business on strategies for promoting access, opportunity and inclusion in our industry.

Our global DEI steering committee shapes our strategy to continue to increase industry access for underrepresented groups and accelerating initiatives led by our employee resource groups, including our Women’s Network, Black Professionals and LGBTQ+ groups. In addition to leading global initiatives, the steering committee’s work examines our policies and practices, creating accountability for results and communicating progress to our executive leadership, our clients and our communities.

Culture & Inclusion

• Empowers all our employees to thrive.
• Reflects all backgrounds and talents.
• Allows individuals to be successful and feel a sense of belonging.
• Fosters a workplace that is supported, inclusive and has a strong sense of community between colleagues.

Avison Young is an equal‑opportunity employer and is committed to treating all its employees and job applicants equitably. This includes implementing deliberate strategies that advance under‑represented communities in commercial real estate careers.

As a Disability Confident Employer, we are committed to removing any obstacles to inclusion. If you need any adjustments to support your application or any part of the recruitment process, such as information in alternative formats or special requirements to access our buildings, or you are eligible under the Disability Confident Scheme please contact us and we will do everything we can to help.

We are committed to inclusion in our hiring processes, and we want to give everyone a chance to show what they can bring to our organisation. If you are not sure that you have all the skills in the person specification, please still apply. We value passion and potential in our employees, so it would be great to hear from you and why you would suit this position.

Some of our roles may be remote and some roles may be specific to our offices, but you will need to confirm you have the right to work in the UK.