Contract Support

Job Title: Contract Support Business Sector: Data Centre Solutions, Critical Environment Location: Farnborough Please ensure to include your CV with your application to be considered for this role.COMPANY PROFILE

CBRE is the global leader in real estate services and investment. We leverage the industry's most powerful knowledge base to meet the commercial real estate needs of our clients worldwide. Our commitment is to be the preeminent, vertically integrated, and globally capable real estate service firm. With over 70,000 employees globally, we operate in 48 countries.

Job Purpose:

The Contract Support is expected to manage all aspects of financial and administrative processes, possessing competent knowledge specializing in all system and process flow within the Client, Cody Park Contract.

Responsibilities include ensuring the 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 set targets and deadlines, and ensuring Contract Scope is met and exceeded.

This is a key appointment within the Contract and requires the individual to be a strong analytical professional with a proactive attitude that achieves results and a clear understanding of all financial and administrative procedures relevant to the Contract Support function.

The role demands 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 adheres 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 to
• 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 teamwork, and support to the team
• Excellent and effective teamwork
• Delivery of excellent customer service
• Ensure effective management planning of own workload and diary, ensuring capacity to support the wider team
• Ability to prioritize tasks and deputize where required for the wider team
• Meet targets and deadlines set by Line Manager
• Guide and influence the Contract Financial Plan for revenue and profit delivery, forecasting quarterly to ensure YTD Plan is exceeded
• Financial Reporting housekeeping and data cleansing
• Administrative Reporting housekeeping and data cleansing
• Reduction of aged WOM, OPOs, Exception Pool, and Debt, fostering excellent Customer Service for internal and external Customers
• Completion and presentation of PowerPoint presentations (ad hoc)
• Ensure customer focus within all areas of operational activities and that effective relationships 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 Account Manager
• Accountability to the CBRE Account Management team
• Day-to-day accountability to the relevant Customer contact(s)
• Management and support of all financial and administrative functions
• Role model for CBRE RISE values

Job Specification: Essential:

• Proficiency in Math
• Proficiency 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 – Intermediate
• ILM2 Certificate or similar

Duties: 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 maximized and best practice “better buying” is in place with the ability to challenge supplier pricing
• Review Subcontractor performance and feedback through appropriate systems ‘My Supplier’ and ‘Value Track’
• Ensure CBRE systems (e.g., My Supplier, Webquote, My Finance, Coupa) 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 (Exception Pool, Open Purchase Orders, Paid and Unpaid WOM, 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 Work 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 WOM 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, Receipting)
• O1 and S1 understanding
• Review P&Ls Monthly with Account Manager and contribute to P&L results
• General Financial Support for the Lead Contract Support and Account Manager

Q uality, 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 Share Point
• Ensure CBRE Organizational 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

Personal Attributes:

• Good team player
• Ability to lead Financial and Administrative functions in times of crisis
• Strong organizational and communication skills with the ability to proactively prioritize own workload
• Ability to work under pressure with calm, clear thinking and to deliver the required services to the team and client within given time constraints
• Logical and structured approach to working
• Works in a clear and consistent manner
• Analytical and excellent attention to detail
• Thorough in carrying out a task with a high degree of accuracy
• Confident and effective in presenting a point of view to others
• Persistence to ensure Contract team tasks are completed in line with targets and deadlines set, following through to resolution
• Customer and team focus

EQUAL OPPORTUNITIES

CBRE is an equal opportunities employer and is committed to fostering a diverse and inclusive work environment. We 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. All qualified applicants will receive consideration for employment.

Why CBRE?

When you join CBRE, you become part of a leading global organization in commercial real estate services and investment, dedicated to helping businesses and people thrive. We are a team of dynamic problem solvers and forward-thinking professionals who create a significant impact in the industry.

Our collaborative culture is built on our shared core values: respect, integrity, service, and excellence. We highly value the diverse perspectives, backgrounds, and skillsets of our people. At CBRE, you will have the opportunity to chart your own course, develop your skills, and realize your full potential. We welcome applications from all qualified candidates.

Applicant AI Use Disclosure:

We are committed to understanding each candidate's unique experience, skills, and aspirations. To ensure a genuine evaluation, we do not utilize artificial intelligence (AI) tools to make hiring decisions. We kindly request that candidates disclose any use of AI in the application and interview process to promote transparency and ensure a fair and equitable evaluation.