Office and Compliance manager

About this role

Office and Compliance Manager

Company: Ignis Group

Ignis Group is a commercial heating and mechanical contractor operating across the UK, specialising in the service, maintenance, and installation of commercial heating and hot water systems. Operating from our Bromsgrove head office, we support around 15 field-based engineers and a trusted network of subcontractors across two core divisions: Service and Projects.

Role Purpose

The Office and Compliance Manager is responsible for the smooth, compliant, and cost-effective running of Ignis Group's back-office operations. This is a broad, hands-on role covering fleet management, engineer equipment and asset compliance, telecoms, office administration, uniform provision, subcontractor and supplier management, and staff training records. The role acts as the central point of coordination between engineers, subcontractors, suppliers, and the wider business, ensuring the company operates efficiently, safely, and in line with regulatory and contractual requirements.

This role is well suited to an organised, detail-focused individual who enjoys managing multiple workstreams, holding suppliers and colleagues to account, and continuously improving administrative processes.

Key Responsibilities

Compliance and Office Management Duties

• Support the business in maintaining accreditations and certifications relevant to a commercial heating and mechanical contractor (e.g. Gas Safe, Safe Contractor/CHAS, ISO standards, Constructionline), acting as a key contact for audits and renewals.
• Maintain and organise company policies, procedures, and documentation (health & safety, quality, environmental) ensuring they are up to date and accessible.
• Support Health & Safety compliance administration, including RAMS filing, incident/accident record-keeping, and liaison with the company's H&S advisor where applicable.
• Assist with GDPR and data protection compliance, including secure record-keeping practices.
• Support HR-related administration such as maintaining personnel files, holiday/absence records, and right-to-work documentation, working alongside management or external HR support as required.
• Provide general administrative support to the Service and Projects departments, including, filing, and correspondence as needed.
• Identify opportunities to improve office systems, processes, and record-keeping, including digital tracking tools/software where beneficial.
• Assist in the preparation of documentation for client audits, PQQs (Pre-Qualification Questionnaires), and tender submissions relating to compliance and back-office capability for our projects department in peak season.

Fleet and Vehicle Management

• Manage the day-to-day administration of the company vehicle fleet including all company vans and cars.
• Coordinate vehicle servicing, MOTs, tax renewals, and insurance in line with statutory deadlines, maintaining a forward-planning schedule to avoid lapses.
• Log and manage vehicle defects, accidents, and repairs, liaising with garages, leasing companies, and insurers as required.
• Maintain accurate fleet records including mileage, service history, vehicle checklists, and driver documentation (licence checks, points, eligibility to drive).
• Manage fuel cards/fuel expenditure and investigate anomalies.
• Oversee vehicle livery, signage, and general vehicle presentation/condition standards.
• Manage the process for new vehicle orders, lease renewals, and end-of-contract vehicle returns.
• Ensure compliance with duty of care obligations relating to company vehicles and drivers.

Staff Training Records and Management

• Maintain a central training matrix for all employees and engineers, tracking mandatory and role-specific qualifications, certifications, and renewal dates (e.g. Gas Safe registration, working at height, manual handling, first aid).
• Proactively schedule and coordinate renewal training/courses ahead of expiry to ensure continuous compliance.
• Maintain accurate, audit-ready training records and certificates for all staff.
• Liaise with training providers to book courses and manage associated costs/budgets.
• Support onboarding of new starters by coordinating induction training requirements.
• Provide reporting to management on training compliance status and upcoming needs.

Equipment Calibration and Asset Management

• Maintain a complete asset register of tools, test equipment, and calibrated instruments issued to each engineer (e.g. flue gas analysers, pressure gauges, multimeters).
• Track calibration due dates and coordinate timely servicing/calibration with approved suppliers to ensure continuous compliance and certification.
• Maintain calibration certificates and ensure copies are accessible for audit, client, or accreditation purposes.
• Manage the process for issuing, returning, and reallocating equipment as engineers join, leave, or change roles.
• Investigate and manage lost, damaged, or faulty equipment, coordinating repairs or replacements.
• Support procurement of new tools/equipment in line with budget and operational need.

Office Supplies and Facilities

• Manage ordering and stock levels of general office supplies, stationery, and consumables for our head office.
• Source and manage relationships with office suppliers, seeking best value while maintaining quality and reliability.
• Oversee general office facilities matters (e.g. equipment servicing, kitchen supplies, minor maintenance issues), escalating larger facilities/building issues as needed.
• Manage incoming/outgoing post and deliveries.

Subcontractor and Supplier Management

• Maintain the approved subcontractor list, ensuring all subcontractors hold current insurances, accreditations, qualifications (e.g. Gas Safe, F-Gas), RAMS, and any other compliance documentation required before engagement.
• Set up and manage a tracker/reminder system for expiring subcontractor documentation, chasing renewals proactively.
• Act as a key point of contact for onboarding new subcontractors and suppliers, ensuring paperwork and vetting is complete before work commences.
• Support the management of supplier relationships across the business (parts, materials, plant hire, etc.), monitoring performance, pricing, and service levels.
• Assist with resolving supplier/subcontractor queries, invoice discrepancies, or performance issues, escalating where necessary.

Uniform and PPE Management

• Manage the ordering, stock control, and distribution of uniform and PPE for field engineers, ensuring branded and role-appropriate kit is issued to new starters and replenished as needed.
• Maintain uniform sizing records and reorder schedules.
• Liaise with uniform suppliers on quality, turnaround times, and costs.
• Ensure uniform/PPE issue is documented and linked to health and safety

requirements.

Mobile Phone and Telecoms Contracts

• Manage the company mobile phone contract(s), including handset allocation, upgrades, and SIM management for engineers and office staff.
• Monitor usage and costs, querying and resolving billing discrepancies with providers.
• Handle new starter/leaver phone provisioning and deactivation.
• Review contracts periodically to ensure best value and suitability for business needs.

Person Specification

Essential

• Proven experience in an office management, compliance, or operations support role, ideally within a trades, construction, engineering, or field-service business.
• Strong organisational skills with the ability to manage multiple ongoing workstreams and deadlines simultaneously.
• Confident using Microsoft Office (Excel in particular) and comfortable learning/using tracking systems or job management software.
• Excellent communication skills, with the ability to liaise confidently with engineers, subcontractors, suppliers, and senior management.
• High attention to detail, particularly regarding compliance deadlines and record accuracy.