Compliance Coordinator - Lakeside Shopping Centre

Purpose of the Role

To offer exceptional Customer Service to customers, retailers and visitors.

Reporting to the Head of Facilities the BSA for Compliance will be responsible for supporting the delivery of technical, Fire, health and safety compliance.

Working closely with the Health, Safety & Fire Manager & technical and operations teams the BSA for Compliance will manage the logging of information and tasks on our CAFM system (Concept) to ensure statutory compliance and effective completion of tasks.

This will also include inputting information onto info exchange and Datastation.

They will also be responsible for tracking the completion of audit tasks across the business and for the tracking of health and safety documentation.

The role will also include in assisting with accident investigation and undertaking H&S workplace audits as directed by the Health, Safety & Fire Manager.

The BSA - Compliance Coordinator is also responsible for the day-to-day supervision of the Helpdesk overseeing the staff that work within Help Desk, setting clear expectations and monitoring output to ensure a smooth running and productive team.

Key Responsibilities

• Manage the process of input into the businesses QSHE systems which are accredited to OHSAS 18001 standard
• Manage the centres CAFM & Datastation systems for all planned and reactive tasks, resource allocation and close-down of tasks
• Proactively monitor and report against the centres CAFM & Datastation system to achieve the centres agreed SLA’s
• Assign and manage task to centres sub-contractors in line with agreed SLA’s ensuring before any contractor comes to site, they are registered on the Contractor Tracker system and have submitted a valid permit for access with adequate insurance coverage and other prerequisites as required.
• Ensure all centre logbooks, compliance or quality-based records and files are reviewed & kept up to date and any changes are communicated to the centre management team
• Support the centres health and safety and fire personnel with correspondence, reporting and data input
• Be aware of the insurance claims process and supporting to ensure sufficient documentation is evidenced in the event of public liability and or property damage claims
• Proactive management of landlord and retailer statutory obligations, audits (ISO / Primary Authority) and internal audit requirements.
• Energy reporting to ensure we are in line with KPI’s set as determined through our Energy Manual accredited through ISO 50001
• Accident investigation
• H&S Workplace audits
• Conduct prestart meetings with contractors as required.
• Ensure key handover and receipt to /from tenants and contractors are managed & recorded in line with Centre requirements, and that utility COT’s are completed accurately and in a timely fashion.
• Line manage the Contractor Helpdesk team to ensure that all aspects of the function run smoothly.
• Work closely with all business support functions to provide mutual support across the Centre team.
• Any other duties that may reasonably be required from time to time to support the Centre & wider team.
• Develop close working relationships with internal and external customers and service providers to fully understand the business.
• Present all outputs of the Business Support team accurately, to a high standard and in a timely fashion
• Work closely with all teams to ensure a smooth and seamless service
• Provide excellent levels of Customer Service in all aspects of the role.

Qualifications & experience - Essential

• Computer literate in Microsoft Office applications, skills in Excel, Word and Power Point are of particular importance
• Experience using a CAFM system within a facilities management environment
• Experience in working with H&S Safety documentation – RIDDOR, RAMS etc
• Experience of working with insurance claims and checking public lability and professional indemnity certificates
• IOSH qualification, or agreement to achieve within 3 months.

Qualifications & experience - Desirable

• Previous experience of working in a technical administration environment
• Knowledge of financial systems and budget management
• Knowledge or experience of CDM regulations.

Person specification

• Excellent customer service skills, with previous experience of dealing with internal and external clients
• Polite, professional, articulate, outgoing and a confident communicator (both written and verbal)
• A high level of interpersonal skills and a willingness to work as part of a team collaborating with both the local team and relevant head office departments.
• Ability to prioritise workload and meet the daily demands of the team either working alone or as part of a team
• Computer literate in Microsoft Office applications, skills in Excel, Word and Power Point are of particular importance
• Adaptable and flexible whilst working in a busy multi skilled office environment
• Excellent attention to detail and presentation
• Understanding the need for confidentiality when dealing with both internal and external information.
• Working Hours
• 40h Hours per week – 5/7 days per week on a rota basis including some early & late shifts
• Salary

Benefits

Benefits Booklet

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