Facilities / Compliance Officer
Large Office Building - Job Specification
Role purpose
To support safe, compliant and well-managed building operations by coordinating and completing routine onsite compliance checks, inspections and statutory testing activities. The role ensures records are accurate, actions are tracked to completion, and compliance tasks are completed on time across landlord areas and shared facilities.
Reporting to
Building Manager
Key responsibilities
1) Compliance checks and inspections (day-to-day)
Carry out routine inspections of landlord areas: fire exits, escape routes, emergency lighting indicators, signage, housekeeping and basic hazards (slips/trips).
Complete daily/weekly/monthly checklists (e.g., fire door visual checks, plant room condition, riser cupboards, roof access, loading bay checks where applicable).
Record findings clearly and escalate defects or risks promptly to the Facilities/Building Manager.
Support contractor access arrangements for testing visits, ensuring permits/sign-in procedures are followed.
2) Testing coordination and statutory compliance support
Coordinate planned compliance activities such as fire alarm tests, emergency lighting tests, water hygiene checks, and other site-specific statutory requirements.
Support scheduling of specialist inspections and servicing (e.g., lifts, sprinklers, smoke control, fixed wiring, PAT, gas systems where applicable).
Ensure contractors provide required documentation after visits (certificates, test results, service reports) and that any remedial actions are logged and tracked.
Maintain a forward plan / compliance calendar and chase upcoming and overdue actions.
3) Record keeping and reporting
Maintain accurate compliance records, logs and certificates (digital and/or hard copy) in line with building procedures.
Update the CAFM/helpdesk system with compliance tasks, defects and completion evidence.
Produce basic reporting for management meetings: upcoming tests, overdue actions, recurring defects and contractor performance notes.
Support audit readiness by ensuring documentation is complete, organised and easy to evidence.
4) Health and Safety support
Support risk assessments and method statements (RAMS) checking for contractor works, escalating concerns where documents are missing or inadequate.
Assist with permit-to-work processes (where used), including logging permits and ensuring close-out evidence is captured.
Report accidents, near misses and hazards in line with site procedures and assist with investigations as required.
Promote a strong safety culture with contractors and occupiers, balancing firmness with practicality.
5) Stakeholder and occupier liaison
Be a visible onsite point of contact for compliance-related queries (e.g., fire safety questions, access for testing, signage concerns).
Coordinate with reception/FOH, security and cleaning teams to ensure compliance checks are completed and issues are actioned.
Support communication to occupiers about planned testing and any short-term impacts (alarms, access restrictions, noise).
Typical compliance areas (site dependent)
Fire safety: weekly fire alarm tests (as instructed), escape route checks, fire door visual checks, evacuation signage and assembly point information.
Emergency lighting: monthly functional checks and coordination of annual full-duration testing.
Water hygiene: temperature checks, flushing regimes, sampling coordination, and record keeping (as directed by the responsible person/contractor).
Contractor controls: sign-in, permits, RAMS checks, and close-out documentation.
Skills and experience
Experience in facilities, building operations, compliance coordination or a similar role in a commercial environment.
Strong attention to detail and confidence following checklists and procedures consistently.
Good written communication for logs, defect reporting and basic compliance reporting.
Organised and proactive: able to track actions, chase contractors and keep records audit-ready.
Comfortable working around plant areas and interacting with contractors and security teams.
Basic IT skills: Outlook/Teams, spreadsheets, CAFM/helpdesk systems (or willingness to learn quickly).
Qualifications and training
Desirable: IOSH Working Safely / Managing Safely, NEBOSH (or working towards).
Desirable: Fire safety awareness, water hygiene/Legionella awareness, permit-to-work training.
Desirable: First Aid or Fire Marshal certification (site dependent).
Working pattern
Typically weekday daytime hours aligned to building operations. Some flexibility may be required to support out-of-hours testing, contractor visits or building events.
