CBRE Jobs

Facilities Coordinator

Job ID

170031

Posted

05-Jun-2024

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Facilities Management

Location(s)

London - England - United Kingdom of Great Britain and Northern Ireland

Job Purpose:

To provide exceptional customer service and comprehensive financial and administrative services to the client and the contract. In order to be successful in the role it is key that the Contract Support understands procedures, processes and operates them to the required standards.

Key Tasks:

Contract

• Identify and help drive implementation of savings opportunities to ensure customer and GWS financial savings targets are maximized.

• Drive high quality commercial performance through understanding the contractual commitments, better buying and use of preferred suppliers.

• Compiling of the Contract Review Business Unit pack

• Conducting supplier surveys on MySupplier

• Compiling of the Customer Monthly Management Report

• Liaising with the client regarding payment of invoices

• Site inductions

• Helpdesk: including but not limited to; logging, distributing and closing of reactive calls on desired system.

• Continually develop systems to maximize efficiency benefits for the customer and GWS.

• Update labour allocations to ensure accurate client reporting

• PPM Scheduling using CAFM system.

• Create Outstanding Daily reports every morning and Daily Summary at the end of the day.

• Creating reports, for e.g. Engineer’s job on excel sheet, Airdale reports, COGNOS reports for management.

• Organising Nameplate’s distribution to clients.

• Chasing engineers and all departments daily, to ensure all jobs are being completed within SLA.

Finance

• Support the preparation and delivery of monthly Contract Reviews.

• Co-ordination of the billing application, calculating margins, raising invoices and submitting to client

• Chasing of debt to keep within contractual terms

Quality

• Co-ordination of sub-contractor files, ensuring they are statutorily compliant with QHSE

requirements

• Reporting and management of work management system

• Logging hazards & customer feedback on the QHSE Management Portal

• Subcontractor reviews

• Log books compliance

• Maintain e-Logbooks

People

• Timesheets

• Organising training for the team

• Updating of the team attendance planner

• Arranging agency cover and submitting hours on portal

• Culture carrier and promotes best practice

Other

• Obtaining supplier quotes and uploading onto the internal system for client approval

• Maintaining the stationery supply

• Updating Portals as and when required

• Constantly improve quality, service and efficiency.

Success Measures

Success in this role will be measured through defined targets as follows:

• Achievement of Business Unit / Contract KPIs in line with business requirements

Education

• Hold academic passes with at least

• GCSE Maths and English or equivalent.

• Higher educational qualifications to ‘A’ level or degree (or equivalent)(Desirable)

Skills

• Highly computer literate. Intermediate level on Microsoft Office package (especially Excel).

• IT Skills to achieve key tasks and give the business a sound reporting base.

• Superior written and verbal communication skills with strong oral presentation skills.

• Capable of working in a matrix environment.

• Formal training in the use of Excel, Word and presentation software packages(Desirable)

Knowledge

• A basic understanding of business and customer-facing environments.

• Understands the requirements of operating in a contract environment.(Desirable)

Experience

• Been a part of a high-performing team.

• Previous experience of a service industry role using operating systems such as Dynamics AX.(Desirable)

Aptitude

• Customer focus skills with a passion for customer service.

• Effective communication skills enabling the individual to work with clients, suppliers, and staff at all levels

• Self-motivated and ambitious

• Results/ task orientated, with 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

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

• Confidential and discrete approach

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)