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This newly created Administrative role forms a vital part of the compliance team. The successful candidate will have an exceptional level of attention to detail and be a whizz on Excel and used to using Vlookups and Pivot Tables, and comfortable working with large data sets. It goes without saying that accuracy is a key element, both in keeping our own databases up to date, and being able to manipulate data to transfer to clients’ systems.
Job Purpose
Working as part of the Compliance team, you will administer and liaise with our customers to provide product technical and compliance data on the full range of our products. The data will need to be kept up to date, easily accessible and provided to our client's portals in various formats. (Our customers have bespoke databases and systems, and this role is responsible for transferring product compliance information on to customer portals). This will need to be managed in a timely and effective process.
Key Accountabilities
- Request and collate all data captures for new products and act as the point of contact for product data flow within the business and disseminate as requested.
- Pass data received for new products to NPI for review and actioning.
- Update data captures into different formats that are needed for various system uploads.
- File all specification files, technical drawings, assembly instructions and test certificates in the correct locations electronically.
- Make requests for evidence of compliance for the Compliance Manager and gather the returns for review.
- Update the compliance matrix and file evidence once data is approved by the Compliance Manager.
- Maintain the compliance matrix to ensure no requests are overdue.
- Collate and maintain compliance trackers with evidence updates.
- Update compliance systems monthly and support with the compliance manager with quarterly and annual submissions to both HMRC and the Environment Agency.
- Maintain and update customer systems containing product technical data.
- Assist the Compliance Manager in other tasks where required
Key Challenges and Decisions
- Maintain a range of systems and databases to track progress.
- Use internal and external systems to record the required information.
- Have excellent time management skills to ensure tasks are completed on time.
- Manage multiple requests for information and technical data, dealing with multiple customers politely and professionally.
Key Performance Indicators
- All product data requests are completed within deadlines
- NPI and Compliance Manager have data to hand when needed
- Customers have all the required data they need to place orders
- All documents and systems have been updated within the business or externally
- Business is compliant and evidence is easily accessible to relevant parties
Internal and External Relationships
- Work with UK teams to understand what it is they require.
- Work with our overseas teams worldwide to capture all the information needed to fulfil requests.
- Liaise with third parties to ensure all declarations and data submissions are completed when needed and are accurate
Person Specification
- Excellent administrative and organisational skills
- Good knowledge of Excel and OneDrive (ideally with Pivot Tables & VLookUps)
- Used to managing large amounts of data on spreadsheets
- Excellent attention to detail
- Excellent communication skills both written and verbal
- Able to complete tasks and deadlines effectively
- Able to work on own and drive self performance
- Able to communicate effectively to peers and management
- Experience of working with colleagues from overseas countries (desirable)
