Facilities Compliance Coordinator / Administrator in Northampton

To provide effective administrative, procurement and compliance support to the maintenance and facilities function, ensuring that planned maintenance, statutory inspections, contractor activities, purchase orders, records and compliance documentation are accurately controlled and maintained. The role will support the safe, reliable and compliant operation of site infrastructure, critical utilities, production areas and building services., Maintenance Administration

Purchase Orders and Procurement

• Raise purchase orders for maintenance, facilities, compliance and contractor requirements.
• Ensure purchase orders are raised against approved quotations, budgets and agreed scopes of work.
• Check that correct cost centres, project codes and approval routes are used.
• Liaise with procurement, finance, suppliers and contractors to resolve purchase order queries.
• Track purchase orders through to completion and confirm delivery of goods or services.
• Support the matching of purchase orders, delivery notes, invoices and service reports.
• Monitor outstanding commitments and highlight potential budget issues.
• Maintain accurate procurement records and provide regular updates on open orders.
• Assist with obtaining quotations and comparing supplier proposals where required.
• Ensure emergency or urgent purchases are appropriately documented and authorised.

Compliance and Statutory Inspections

• Maintain the statutory compliance register and inspection schedule.
• Coordinate inspections, testing and certification for safety-critical and legally required equipment.
• Ensure inspection reports and certificates are received, reviewed and filed correctly.
• Monitor expiry dates and elevate overdue or non-compliant activities.
• Maintain evidence for internal, customer and external audits.
• Support compliance with applicable health and safety, environmental and facilities legislation.
• Assist with the management of actions arising from audits, inspections and risk assessments.
• Maintain records for critical systems, including HVAC, pressure systems, lifting equipment, fire systems, electrical systems, emergency power and life-safety equipment.

Contractor and Permit Administration

• Coordinate contractor attendance, pre-arrival requirements and site access.
• Ensure contractors have completed the required induction and provided suitable documentation.
• Maintain contractor records, insurance details, competencies and training certificates.
• Support the administration of permits to work, risk assessments and method statements.
• Track contractor performance, service reports and outstanding actions.
• Ensure work affecting production, tools or critical services is correctly authorised through the WPS process.
• Support Green-to-Green planning and the maintenance of the daily interruptions tracker.

Risk, Audit and Document Control

• Maintain maintenance-related risk registers and action plans.
• Support investigations into equipment failures, repeat defects and compliance issues.
• Maintain controlled copies of procedures, inspection records and operating documentation.
• Ensure documents are correctly named, dated, approved and stored.
• Provide accurate information and evidence for audit and management review.
• Escalate risks, overdue actions and potential compliance failures to the Maintenance Manager or Senior WPS Manager.

Communication and Coordination

• Liaise with maintenance technicians, engineers, contractors, production, EHS, procurement and finance.
• Arrange meetings, issue actions and monitor completion.
• Provide clear updates on maintenance, procurement and compliance performance.
• Support the preparation of dashboards, KPI reports and management summaries.
• Promote a positive, organised and professional maintenance culture across the site.

Key Performance Indicators

• Planned preventative maintenance completion rate.
• Number of overdue maintenance and statutory tasks.
• Percentage of statutory inspections completed on time.
• Closure rate for audit and inspection actions.
• Contractor documentation and permit compliance.
• Accuracy and completeness of maintenance records.
• Purchase orders raised accurately and within required timescales.
• Timely closure of purchase orders and invoice queries.
• Budget and commitment tracking accuracy.
• Reduction in repeat failures and outstanding corrective actions.

Experience in a maintenance, facilities, engineering, procurement or compliance administration role.

• Experience raising and managing purchase orders.
• Strong organisational and administrative skills.
• Experience managing records, schedules and compliance documentation.
• Good working knowledge of Microsoft Office, particularly Excel and Outlook.
• Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and accuracy.
• Confident communication skills and the ability to work with internal teams and contractors.
• Experience working in a manufacturing, engineering, laboratory, cleanroom or high-compliance environment.
• Experience using a CMMS, ERP or procurement system.
• Knowledge of statutory inspection requirements and contractor control.
• Experience supporting audits, risk assessments and corrective action plans.
• IOSH, NEBOSH or relevant compliance training.
• Experience with permit-to-work systems and controlled documentation.

Personal Attributes

• Highly organised and methodical.
• Proactive and capable of following actions through to completion.
• Professional, approachable and reliable.
• Comfortable challenging incomplete or non-compliant information.
• Able to work independently while supporting a wider team.
• Strong commitment to safety, compliance and operational reliability.
• Discreet when handling confidential or commercially sensitive information.

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