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Role Statement
A customer and team facing role to provide exceptional customer service and business support in order to contribute to the continued growth and success of the Business, to provide a comprehensive and flexible administration service to Manager/AGM/Lead Contract Support.
Key Result Areas
People & Development
- Promote and maintain CBRE culture throughout teams.
- Monitor and maintain the attendance planner.
- Onboarding/offboarding new employees on CBRE systems and platforms.
- Collate and process timesheets and expenses weekly.
- Maintain people records such as training, new starters, leavers and any changes in staff are communicated to all relevant teams (e.g. Payroll, HR, BU Coordinator).
- Communicate effectively and build/maintain relationships at all levels with internal and external customers.
- Answer calls and emails in a professional and timely manner.
- Attend and participate in any relevant training courses.
- Maintaining training matrix and book relevant courses for employees.
- Attend regular role specific meetings in order to share best practice.
- Ordering and record keeping on inventory i.e. stationary, PPE, uniforms and spares.
Contract
- Attend and actively participate in customer Work Planning Meeting and support technical Staff Members with planning and scheduling works.
- Assist with compiling monthly Contract Review Pack and attend monthly meetings.
- Plan and arrange call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs.
- Prepare and issue predefined reports, which form part of the contract and customer’s requirements both operational and financial.
- Accurately capture data on completed PPM and Reactive Tasks into the CAFM system.
- Tracking PPM and Reactive performance, receipting and invoicing.
- Familiar with daily operations and the specific scope of the contract e.g. which services are covered and which are chargeable, mobilisation, contract renewal dates etc.
- To maintain and update both manual and computer records relating to areas for which CBRE are responsible and keeping the shared CBRE drive and client electronic records up to date to enabling full auditable trails.
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Quality
- Ensure QHSE documentation is maintained and readily available using CBRE systems.
- Manage CAFM system as key user on site including PPM records, reactive and reporting.
- Develop, implement and manage operational systems to drive PPM and Reactive Task performance to meet the required SLA’s and KPI’s set out by the contract.
- Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
Finance
- Ensure integrity of financial transactions for contract maintain WIP(WOM), OPO’s and Debt to within agreed contractual and company defined parameters.
- Attend and actively participate in weekly finance meeting with contract Manager/Sub-contractors.
- Actively complete MySupplier/Pulse sub-contractor reviews.
- Create/raise Extra Works jobs.
- Maintain Webquote system including raising quotes and housekeeping.
- Create accurate Extra Work, Projects & Maintenance POs in a timely manner.
- Regularly review and process supplier invoices.
- Raise sales invoices (complete billing) in line with company deadlines at the correct margin.
- Assist with month end financial, AIQ and client reporting and ensure deadlines are met.
- Influence P&L results.
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Our Values
- RESPECT: We act with consideration for others ideas and share information openly to inspire trust and encourage collaboration.
- INTEGRITY: No one individual, no one deal, no one client, is bigger than our commitment to our company and what we stand for.
- SERVICE: We approach our clients challenges with enthusiasm and diligence, building long-term relationships by connecting the right people, capital and opportunities.
- EXCELLENCE: We focus relentlessly on creating winning outcomes for our clients, employees and shareholders.
Circumstances
- Be flexible to work outside core office hours from time to time
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