Contract Support / Workplace Coordinator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management, we are recruiting a Workplace Coordinator from a Contract Support/financial background who is looking for their next progressive step within a Facilities environment to join our team and deliver the IFM services located on the D&G client account but still support the account from a financial perspective.

This position is a rotational role where you will be asked to perform in a number of different customer facing roles on a weekly basis, where exceptional work and strong problem-solving skills are crucial to the role.

The position is responsible for upholding client values and carefully stewarding customers through moments that matter. Our team are beholders to a series of service standards that reflect core behaviours that should be embodied in every interaction made.

Job Title: Contract Support / Workplace Coordinator

The role is to provide exceptional customer service and support to the FM team and contract manager, combined with comprehensive financial administration for the contract. In order to be successful in the role it is key that they understand the role of Contract Support or have come from a Contract Support/Finance background and understand the procedures and processes and can deliver them to the required standards.

Key responsibilities are as follows:

Quality

Ensure QHSE documentation is maintained and readily available using CBRE systems e.g. Logbooks, Observation Reports, training & competency records, eLogbooks, PPE, toolbox talks.
Manage CAFM system as key user on site including PPM records, reactives and reporting.
Review Subcontractor performance and feedback through appropriate systems (e.g. Pulse)
Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
Uphold workplace etiquette and maintain exceptional appearance in the VIP Lounge, Conference Rooms, Internal Floors, and other Common Areas
Reinforce culture and community in ways that forge connection between individuals and the organisation

Site Specific Responsibilities:

Promote and maintain CBRE culture throughout teams.
Monitor and maintain the training & attendance planners.
Collate and process timesheets and expenses weekly.
Maintain people records such as new starters, leavers and any changes in staff.
Assist with site inductions
Helpdesk: including but not limited to; logging, distributing and closing of reactive calls on desired system.
Answer calls and emails in a professional and timely manner.
Attend regular role specific meetings in order to share best practice.
Ownership of office floors and the surrounding areas to ensure the best workplace experience is met each day and embrace CBRE and D&G values
Carrying out daily floor inspections to ensure all areas are ready for the day
Complete weekly/monthly office checks
Collaborate with IT, Maintenance, Cleaning and Helpdesk teams to ensure that issues are proactively reported and addressed in line with procedures
Manage stock control within the copy hubs
Report health and safety observations
Assist client community with any daily request and respond to them in a prompt manner
Uphold client floor etiquette including clear desk policy
Take full ownership of client event requests

Administration Responsibilities:

Take full ownership of updating trackers
Attend meetings where needed
Gather data for client and CBRE monthly reports and Contract Review Packs
Attend and actively participate in monthly Contract Review meetings
Plan and arrange call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs.
Ensure use of Preferred Suppliers is maximised and best practice "better buying" is in place for Client.
Ensure CBRE systems (e.g. Tiger, Webquote, Pulse etc) are in use and kept updated.
Familiar with daily operations and the specific scope of the contract e.g. which services are covered
Drive high quality commercial performance through understanding the contractual commitments.
Policy and procedure compliance
Processing supplier invoices and resolving any queries
Comprehensive spend tracking
Support and complete any reasonable management request

Finance Responsibilities:

Ensure integrity of financial transactions for contract.
Attend and actively participate in weekly finance meeting with contract manager / subcontractors and Client
Monthly EW, MA and PR billing for the account.
Create accurate EW, MA & PR POs in a timely manner.
Regularly review and process supplier invoices.
Raise sales invoices (complete billing) in line with company deadlines
Run, take ownership and review of all financial reports

Communication Skills:

Promote and maintain the core Values of CBRE
Ability to comprehend and interpret instructions, short correspondence, and memos, and task clarifying questions to ensure understanding
Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor/manager
Ability to effectively present information to an internal department and/or large groups of employees
Communicate effectively and build/maintain relationships at all levels with internal and external customers

Person Specification:

Strong problem-solving skills
Customer service focused
Ability to achieve business goals, with a concern for working well, surpassing standards of excellence and passion for challenges
Comfortable with and embracing of new technologies and digital tools
Conversant with Microsoft Office (Word, Excel, Outlook, PowerPoint)