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Contract Support Senior Coordinator

Employer
CBRE
Location
Farnborough, Hampshire, United Kingdom
Salary
Competitive Salary
Closing date
Feb 28, 2024

View more

Job Role
Other
Sector
Finance
Contract Type
Contract
Hours
Full Time


Job Title:
Contract Support Senior Coordinator


Business Sector: Data Centre Solutions



Location:
Farnborough, Hampshire


Reporting to: Lead Contract Support

COMPANY PROFILE

CBRE is the global leader in real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally, we employ over 70,000 employees and operate in 48 countries.

Job Purpose

The Contract Support will be expected to manage him or herself with all aspects of financial and administrative process, to have a competent knowledge centre specialising in all system and process flow within Farnborough Contract.

His / her responsibilities will be to carry out efficient running of the financial and administrative systems and associated functions, supporting the Management Team to ensure all Contract Support tasks are completed to a good standard, within target and deadlines set and ensuring Contract Scope is met and exceeded.

This is a key appointment within the Contract and will require the individual to be a strong analytical individual with a can-do attitude that drives results and have a clear understanding of all financial and administrative procedures relevant to the Contract Support function.

His / her responsibilities must have the ability to communicate and problem solve on all aspects associated with the financial and administrative function, always ensuring compliance with CBRE processes, procedures and Contract Scope.

Key Accountabilities

  • Ensure contractual commitments are met and exceeded
  • Contract Scope understanding, contributing to ensure the Contract adhere to key deliverables (KPIs)
  • Promoting and maintaining the core RISE values of CBRE
  • Best Practice for all Contract Support tasks
  • Ensure business policies and processes are effectively adhered too
  • Support to the Management Team on all Financial and administrative functions
  • First point of contact for all Contract financial and administrative issues
  • Contract Team guidance, advice and support where required to deliver best practice
  • Working within the CBRE team to ensure the collaborative development of the business, effective team working and support to the team
  • Excellent and effective team working
  • Delivery of excellence customer service
  • Ensure effective management planning of own workload and diary management, ensuring capacity to support the wider team
  • Ability to prioritise tasks and deputise were required to the wider team
  • Meet target and deadlines set by Line Manager
  • Drive and influence Contract Financial Plan for revenue and profit delivery, forecasting quarterly to ensure YTD Plan is exceeded
  • Financial Reporting housekeeping and data cleanse
  • Administrative Reporting housekeeping and data cleanse
  • Reduction of aged WIP, OPOs, Invoice Pool and Debt, driving excellence Customer Service to internal and external Customers
  • Completion and presentation of Powerpoint presentations
  • Ensure customer focus within all areas of operational activities and that effective relationship are maintained with key Customer contacts
  • Delivering effective business communication through direct contribution, reviews, team meetings, correspondence, monthly and ad-hoc reporting and other publications as appropriate

Dimensions

  • Reporting to a CBRE Lead Contract Support
  • Accountability to the CBRE Account Management team
  • Accountability day-to-day to the relevant Customer contact(s)
  • Management and support of all financial and administrative functions
  • Role model for CBRE RISE values

Job Specification

Essential

  • Facility in Math
  • Facility in English
  • Word - Intermediate
  • Excel - Intermediate (inclusive of Formulas, VLOOKUPs, Pivot tables)
  • PowerPoint - Intermediate (inclusive of creating presentations, presenting)
  • Outlook - Intermediate (inclusive of own task diary management, scheduling)
  • Customer Service Experience
  • Purchasing and Finance Experience

Desirable

  • Visio
  • Excel - advanced
  • ILM2 Certificate or similar

Contract

  • Prepare, attend and actively participate in monthly CBRE Contract Review meetings
  • Plan and arrange Subcontractor call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs
  • Assist management team with monthly Customer Report
  • Ensure use of Preferred Suppliers is maximised and best practice "better buying" is in place with the ability to challenge supplier pricing
  • Review Subcontractor performance and feedback through appropriate systems 'MySupplier' and 'ValueTrack'
  • Ensure CBRE systems (e.g. MySupplier, Webquote, Dynamics) are in use and kept updated
  • General Contract Management support for the Lead Contract Support and Account Manager

Purchasing and Finance

  • Ensure integrity of financial transactions for contract
  • Completion and management of Financial weekly reporting (Invoice Pool, Open Purchase Orders, Paid and Unpaid WIP, Debt, Overtime and Expenses), presenting to the Account and Business Unit weekly
  • Create / raise Extra Works jobs on CBRE inhouse system 'Webquote' with accuracy and in a timely manner
  • Monitor Webquote Extra Work Client job approvals daily and raise accurate Service Orders and Purchase Orders in a timely manner
  • Webquote housekeeping and weekly update and action calls with the Client
  • Management of monthly chargeable Consumable Tracker, raising consumable Purchase Orders in a timely manner
  • Raising non-chargeable Purchase Orders
  • Management of non-chargeable spend weekly
  • Daily review and process of Subcontractor and Supplier invoices, managing disputes within 30-day SLA
  • Hold weekly WIP updates and complete 3-month Extra Work forecasting with Account Manager
  • Open Purchase Order and EW accrued aged management
  • Monthly review and management of annual maintenance Purchase Orders
  • Annual Contract renewal assistance with Lead Contract Support and Account Manager
  • Client Debt management, ensuring disputes are resolved within 30-day SLA
  • Completion of monthly Extra Works Billing Submission and Client approvals in line with SOX Compliance
  • Raise Extra Work sales invoices in line with company deadlines at the correct margin
  • Month end reporting review and completion (EW Margin, Overtime and Expenses, Labour Allocation)
  • O1 and S1 understanding
  • Review P&Ls Monthly with Account Manager and influence P&L result
  • General Financial Support for the Lead Contract Support and Account Manager

Quality, Health, Safety and Environment

  • Maintain CBRE notice boards on site (including QHSE)
  • Ensure CBRE Induction Booklet is maintained and current with any changes
  • Ensure CBRE Escalation Procedure is maintained and current with any changes
  • Ensure QHSE documentation is maintained and readily available using CBRE systems e.g. Observation Reports, Training Matrix & competency records, PPE, Uniform, Tools, Toolbox talks
  • Completion of Subcontractor Attendance Packs records and uploads to Client Sharepoint
  • Ensure CBRE Organisational Chart is maintained and current with any changes
  • Issue of monthly PPM notifications to the Client Service Desk and records updated on CAFM System
  • Management of employee Vetting following the Client internal process
  • Management of Client BPSS / SC Clearance for all CBRE Employees and Subcontractors
  • Client Portal CBRE employee administration, ensuring records are current and booking in visitors and deliveries

People & Development

  • Monitor and maintain the Attendance Planner and Shift Rota
  • Collate and process Timesheets weekly
  • Maintain people records such as new starters, Leavers, absence and any changes in staff
  • Assistance with new starter IT setup
  • Communicate effectively and build / maintain relationships at all levels with internal and external customers
  • Answer calls and emails in a professional and timely manner

Skills and Knowledge

  • Conversant with Microsoft office (Word, Excel, PowerPoint and Outlook)
  • A good level of English and Mathematics required
  • A good understanding of Customer Service
  • Ability to demonstrate logical processes, strong analytical skills and sound judgment

Personal Attributes

  • Good team player
  • Ability to lead Financial and Administrative functions from the front in times of crisis
  • Strong organisational and communication skills with the ability to proactively prioritise own workload
  • Ability to work under pressure whilst remaining calm clear thinking and be able to deliver the required services to the team and client within given time constraint
  • Logical and structured approach to working
  • Works in a clear and consistent manner
  • Analytical and excellent attention to detail
  • Thorough in carrying out a tasks with a high degree of accuracy
  • Confident and effective in putting across point of view to others
  • Persistence to drive Contract team tasks in line with target and deadlines set, following through to resolution
  • Customer and team focus

EQUAL OPPORTUNITIES

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.

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