Compliance Adminstrator - FTC

Our Story

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.

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.

• 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.

• 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…