Contract Support

PURPOSE OF THE JOB

To support the operations/contract team to deliver an exceptional service and agreed contract deliverable to our clients

MAIN DUTIES AND RESPONSIBILITIES

CBRE Contract Support

·Raise CBRE Purchase Orders for suppliers to perform task/ works – containing high levels of detail and specific instructions. Process Supplier Invoices for payment, ensuring that all invoices received are accurate and conform to CBRE’s invoice requirements.

•Contacting CBRE Sub Contractors/ Suppliers to negotiate quotations for materials, service delivery and various spend items.

•Generating CBRE sales invoices for monthly fixed values and variable works and ensuring all supporting paperwork is available and accessible internally and for client where applicable. Ensuring that extra works jobs are raised, billed and closed in a timely manner at the correct gross margin

•Responsibility for the helpdesk system and assign tasks to the contract engineers, sub-contractors and client area owners

•Assisting the Contract Manager in ensuring compliance with Health & Safety requirements, including H&S reporting (e.g., Hazard Reporting & Toolbox Talks), QHSE logbook consistently updating and promoting a safe working environment

•Assist the Contract manager in scheduling staff training and maintaining staff records.

•Deal with all Sub Contractor/ Supplier queries – Ensure any issues are dealt with in a timely manner

•Process Engineers Timesheets and expenses on weekly basis.

•Understand procedures and processes and operate them to the required standard. Examples of these are:

o Ensuring compliance to CBRE policies and procedures.

o Assist the Contract Manager with all financial aspects of the contract e.g. P&L, Debt, Extra works, work order management

o Understanding the Key Stakeholders and their requirements

o Assist in the Management of the asset management systems, consumable stock management

•Produce monthly data required for CRP (Contract Review Packs) and also monthly client information and attend and deliver monthly CRP with Contract Manager

Helpdesk Administrator

•Managing customer helpdesk ticketing system for all facilities requests, responding, assigning, and escalating as required.

•Ensure full life cycle of ticket is complete and generate client reporting on a weekly/monthly basis of all open, closed and WIP tickets.

•Be the first point of escalation for all tickets that are submitted to the helpdesk. Assess all tickets and assign to the correct discipline owner. If additional support is required, identify remedy, schedule supply chain partner and report update to ticket issuer until job is closed

PERSON SPECIFICATION

Education [Essential]A good basic education is essential

[Desirable]higher educational qualifications to degree would be beneficial or equivalent.

Training [Essential]Good PC based skills, with experience in Word/Excel and Outlook – intermediate to advanced level.

[Desirable]PowerPoint

Experience [Essential]2-3 years’ experience in a similar role, administrator in a client facing environment

[Desirable]Working within regulated industry environment

Some financial / accounting experience would be an advantage.

Aptitudes Must demonstrate a strong sense of customer focus.

Excellent verbal, and good basic standard of written, communication skills.

Self-motivated and systematic.

Results/ task orientated, attention to detail and accuracy.

Excellent time management and organisational skills.

Commitment to continuous improvement.

Ability to work as part of a team, as well as independently.

Character Committed to customer service delivery.

Reliable and committed.

Confidential and discrete approach.

Calm manner, able to work under pressure and with changing demands and priorities.

Smart appearance.

Be flexible to work outside core office hours from time to time.