Planning and Compliance Administrator

About Cloudfm

We’re driven by our mission to transform the Facilities Management industry and create a more sustainable future. Our smart solutions and cutting-edge technology help our clients optimise building performance and minimise energy waste.

Purpose

The Planning and Compliance Administrator provides administrative support across both pre-planned maintenance (PPM) scheduling and compliance. This role balances duties evenly between both functions based on business demand, ensuring data integrity by maintaining asset databases, verifying compliance documentation, supporting scheduling workflows, and bridging the gap between maintenance delivery and statutory compliance.

Accountabilities

• Efficiently execute administrative duties across the planning and compliance team to maintain efficiency across both functions.

• Review and verify incoming compliance certificates, manage asset tagging data, and ensure all maintenance tasks are accurately linked to correct asset records.

• Support the planning coordination team with scheduling, issuing, and tracking pre-planned maintenance tasks and addressing overdue items.

• Maintain accurate records across CAFM, asset management, and compliance screening systems, assisting with data analysis and routine reporting.

Key Responsibilities

Compliance Administration:

• Monitor the compliance checker, review uploaded documentation, and verify certificates—identifying and escalating any test failures or regulatory risks.

• Liaise with Supply Chain Partners to track down overdue compliance tasks, remediation quotes, and missing certificates.

PPM & Planning Support:

• Help schedule, issue, and manage day-to-day PPM tasks in coordination with Planning Co-ordinators.

• Review Work in Progress (WIP) logs, help trace overdue PPMs, and follow up on outstanding maintenance quotes.

• Order, register, and issue asset/QR plaques for new installations and site surveys.

Asset Management Data:

• Maintain a comprehensive, up-to-date asset database, handling data entry for new client mobilizations and asset audits.

• Resolve field queries with on-site engineers regarding asset tagging, linking issues, and equipment details.

Stakeholder Communication:

• Act as a point of contact for routine queries from internal teams, account managers, and external supply chain partners regarding compliance or scheduling.

Specialist knowledge and qualifications

• Experience in administrative roles

Why join us

You'll be welcomed by a passionate and friendly team, and will be part of an open, inclusive, and supportive culture. Working for a fast-growing and driven company, you'll have plenty of opportunities to learn and grow, if that’s what you’re after. We also offer a rewards package to help you make the most out of life, including:

• £26,436 - £28,500/year

• 25 days holiday increasing after 2 years’ service and an extra day on your birthday!

• Health Cash Plan to look after your physical and mental health.

• Enhanced Maternity, Adoption and Paternity pay

• Wellbeing support, confidential helpline, and counselling

• Retail cashback and discounts because who doesn’t love saving money?

• Electric car and cycle to work schemes.

• Life Insurance and Personal accident cover to give you peace of mind.

This job advert is set to close on Monday 9th November. Please note our hiring manager for this position will not be reviewing CV's until this date as they're enjoying a week of annual leave.