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)