Assets & Compliance Administrator

Location: Worcester Office

Business Unit: Compliance

Salary details: £16k rising to £16.5 following successful probation

Job role posted: 06/07/18

Purpose of Job

This is a varied role which provides excellent opportunity to understand the basis of Asset Management. Prime responsibility is to ensure that all planned and preventative maintenance documents and certificates are received and the Asset registers are up to date and completed within legislative requirements to ensure 100% compliance on all sites managed by Mainstay.

Scope of Responsibilities

The role will report to the Senior Asset & Compliance Coordinator, on a day to day basis, to assist with the management of all Mechanical and Electrical Assets: –


  • Assist in ensuring that all service visits are completed within the necessary timeframe as set out in the contractors SLA’s/contract
  • To update necessary software systems to support the business (QUBE)
  • Ensure service and maintenance visits paperwork and certification are received from the relevant Contractors in a timely manner and that remedial works are forwarded to the relevant Property Manager, for action and remedial works are completed within acceptable or agreed timelines
  • Ensure all work quotations are checked to make sure they adhere to agreed chargeable rates in line with the annual contract terms
  • Queries on service visits from internal and external customers, reactive calls and invoicing are resolved in a speedy manner
  • Using QUBE to close down any outstanding jobs
  • Ensure all invoices for completed works are approved for payment in a timely fashion
  • To maintain necessary software systems to support the business (QUBE)



  • Sign-post internal customers to support available re: policies, procedures and management information and procurement and compliance activities relating to Asset Contracts
  • Assist the Senior Asset & Compliance Coordinator with asset reporting and procurement/compliance activities relating to asset contracts

Any other duties which may be required from time to time commensurate with the post, as notified by the Senior Asset & Compliance Coordinator.

Knowledge, Skills and Experience


5 GCSE’s (or equivalent) including English and Mathematics



  • Pro-active personal organisational style
  • Well-developed written and verbal communication skills
  • Planning/ organisational skills – ability to ‘multi-task’
  • IT literate (familiar with using Excel, Word, Outlook, Adobe, PowerPoint)
  • Ability to rapidly gain a good understanding with unfamiliar computing systems



  • Focussed upon customer service and able to produce work of a consistently high standard
  • Team Player and ability to work in an environment of collective responsibility
  • Ability to work under own initiative – prioritising a demanding and at times complex workload, and meet tight deadlines
  • Professional Integrity
  • Honesty
  • Proactive approach
  • Flexible and adaptive, with a real determination to succeed and develop
  • Well-developed administration and organisational skills
  • Time Management Skills


We recognise that our colleagues often go that extra mile in their daily roles to ensure our clients and customers receive an exceptional service. We like to reward our staff for their commitment and dedication.We are continually evolving and improving our employee benefits to make sure we offer something for everyone.

In addition to the standard salary and holiday allowance we offer:

  • 38 hour working week, flexibly arranged within each team
  • Pension
  • Life Assurance
  • Critical Illness Cover (on passing probation)
  • Additional day off for your birthday
  • Additional holiday for long service at five and ten years
  • Discount voucher scheme for deals on days out, travel, special events, cinema and restaurants
  • Cycle purchase loan scheme
  • Free tea, coffee and squash


Job Type: Full-time

Apply now

To apply for this position, please fill out the application form and we will get back to you.