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Contract Support Senior Coordinator
Contract Support Senior Coordinator-March 2024
Farnborough
Mar 28, 2026
About Contract Support Senior Coordinator

  Contract Support Senior Coordinator

  Job ID

  150300

  Posted

  09-Feb-2024

  Service line

  GWS Segment

  Role type

  Full-time

  Areas of Interest

  Accounting/Finance, Administrative, Customer Service

  Location(s)

  Farnborough - England - United Kingdom of Great Britain and Northern Ireland

  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.

  CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)

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