Compliance Coordinator

Team Operations | Contract Permanent

About Mitie

Mitie provides a wide range of facilities management (FM) services across Ireland, Europe, and the UK. These are delivered as integrated FM contracts, in bundles or as single services, depending on client requirements. Our service areas include technical services, energy and building services, cleaning, security, front of house and consultancy.

We work with a wide range of private and public clients to create great work environments, which resulted in Mitie winning 4 awards in the 2023 Facilities Management Awards, including Total FM Service Provider for the third year in a row. We have also won 3 awards in the Workplace Excellent awards in 2023 - Best in CSR, Manager/Leader of the Year, Excellence in Learning & Development - over 1,000 employees.

Mitie have been awarded the IBEC Keep Well Mark in 2021, 2022 and 2023 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland for two years in a row. We are proud of our diverse workforce and like to recognise our people through various reward and recognition schemes, as well as through learning and development.

Our premise is simple: the exceptional, every day.

About the role:

The Compliance Coordinator role is part of the Integrated Facilities Management team providing compliance and administration support to the IFM team and contractors ensuring that our client and staff are provided with an attractive, safe, accessible and welcoming environment within our global manufacturing client's site.

Key responsibilities:

EHS & Quality

Manage the compliance and regulatory requirements of the contract supporting the implementation and communication of the protocols and procedures for the due governance of the contract.

Manage personnel files for audit and manage staff screening in line with contractual obligations.

3rd party PES management - Ensure 3rd party vendors meet the pre-employment screening requirements of the client and deliver a professional, compliant service provision to ensure no impact to the reputation or security of the client.

Audit Mitie's 3rd party contractors to check and verify that they meet the client's protocols for working at the client's locations.

Provide training and support to Mitie staff on the account to ensure the client protocols are implemented effectively.

Ensure legislative health and safety records are maintained and monitored. Refer any non-compliance or weakness in procedures to line manager.

Ensure all required site-specific method statements and H&S documentation are in place prior to commencement of works and inspecting the works on completion to ensure all duties have been carried out to the contractors' contractual obligations.

Manage change with key stakeholders and third-party vendors.

Become familiar with the relevant safety Standard Operating Procedures (SOP's) and Materials Safety Data Sheets (MSDS).

Manage Level 1 audits and assist with Level 2.3 & 4 audits.

Manage and complete investigations (EHS, CAPA's, DE's etc).

Carry out preparation works for audits/visits and assist to ensure all areas/services are audit ready and meet quality standards.

Responsible for the administration of all IFM site specific controlled documents.

People Management

Manage and control training and training records for onsite staff.

Deputise for and support the administration team onsite.

Manage and schedule sub-contractors onsite where required.

Deputise for and support the administration of the payroll system onsite.

Planning & Organising

Run reports on budgets and ensure all appropriate work is recharged promptly.

Process invoices from suppliers/sub-contractors and create Mitie invoices as directed by the IFM Lead.

Ensure work activity is planned in accordance with risk assessments, method statements and minimise disruption to our client.

Place orders and raise Purchase orders for goods and sub-contractor services.

Manage and monitor stock level of Mitie chemical and consumables stores.

Customer Services & Support

Assist with helpdesk calls, email and work order via ERP and a central tracker.

Liaise with sub-contractors to ensure the clients requirements are met.

Use the client's software to generate reports and analyse data for the IFM team.

Continuous Improvement

Implement methods to ensure service levels of response and completion on helpdesk calls are improved on a month-by-month basis.

Perform role related duties as requested by management.

Key Performance Indicators (KPIs)

Promote Zero Accident rate within onsite team.

Raise a minimum 10 Near Misses per year.

Zero overdue CAPA tasks.

Zero overdue training (Includes SOP, mandatory, EHS, General and GMP training requirements).

Zero overdue EHS and Quality actions.

Skills, Knowledge and Experience

Essential

Experience of using software (SAP, Microsoft Office etc) to manage work and resources.

Understanding of Health and Safety issues and requirements related to the facilities Industry gained through experience.

Ability to take ownership and be accountable for all aspects of the role.

Excellent communication and presentation skills, using oral, written and electronic media, so that complex information and analysis is clearly understood and/or acted upon by wide range of recipients.

Being able to work outside of normal hours should an emergency arise.

Provide cover for the other staff within the IFM team when absent from site.

Experience in dealing with pharmaceutical clients and working in a GMP environment.

Desirable

Comprehensive experience of working to service legal agreements and key performance indicators. Ensuring team members comply with service obligations.

Demonstrate knowledge and understanding of the principles and responsibilities imposed by law, codes of practice and other regulations appropriate to Health and Safety.

A qualification of IOSH general certificate in Occupational Health and Safety.

Whilst every effort has been made to ensure the details of this job description are correct - due to the varied requirements of the support services industry, this job description cannot be exhaustive. Therefore, the jobholder may be required from time to time to carry out other tasks as required by management in order to meet the operational needs of the business.

Mitie is an equal opportunity employer