Job Description
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.\n \nThis 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.\n \nThe 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.\n\nJob Title: Contract Support / Workplace Coordinator\n \nThe 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.\n \nKey responsibilities are as follows:\n \nQuality\n\nEnsure QHSE documentation is maintained and readily available using CBRE systems e.g.
Logbooks, Observation Reports, training & competency records, eLogbooks, PPE, toolbox talks.\nManage CAFM system as key user on site including PPM records, reactives and reporting.\nReview Subcontractor performance and feedback through appropriate systems (e.g. Pulse)\nActively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.\nUphold workplace etiquette and maintain exceptional appearance in the VIP Lounge, Conference Rooms, Internal Floors, and other Common Areas\nReinforce culture and community in ways that forge connection between individuals and the organisation\n \nSite Specific Responsibilities:\n\nPromote and maintain CBRE culture throughout teams.\nMonitor and maintain the training & attendance planners.\nCollate and process timesheets and expenses weekly.\nMaintain people records such as new starters, leavers and any changes in staff.\nAssist with site inductions\nHelpdesk: including but not limited to; logging, distributing and closing of reactive calls on desired system.\nAnswer calls and emails in a professional and timely manner.\nAttend regular role specific meetings in order to share best practice.\nOwnership of office floors and the surrounding areas to ensure the best workplace experience is met each day and embrace CBRE and D&G values\nCarrying out daily floor inspections to ensure all areas are ready for the day\nComplete weekly/monthly office checks\nCollaborate with IT, Maintenance, Cleaning and Helpdesk teams to ensure that issues are proactively reported and addressed in line with procedures\nManage stock control within the copy hubs\nReport health and safety observations\nAssist client community with any daily request and respond to them in a prompt manner\nUphold client floor etiquette including clear desk policy\nTake full ownership of client event requests\n \nAdministration Responsibilities:\n\nTake full ownership of updating trackers\nAttend meetings where needed\nGather data for client and CBRE monthly reports and Contract Review Packs\nAttend and actively participate in monthly Contract Review meetings\nPlan and arrange call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs.\nEnsure use of Preferred Suppliers is maximised and best practice "better buying" is in place for Client.\nEnsure CBRE systems (e.g. Tiger, Webquote, Pulse etc) are in use and kept updated.\nFamiliar with daily operations and the specific scope of the contract e.g.
which services are covered\nDrive high quality commercial performance through understanding the contractual commitments.\nPolicy and procedure compliance\nProcessing supplier invoices and resolving any queries\nComprehensive spend tracking\nSupport and complete any reasonable management request\n \nFinance Responsibilities:\n\nEnsure integrity of financial transactions for contract.\nAttend and actively participate in weekly finance meeting with contract manager / subcontractors and Client\nMonthly EW, MA and PR billing for the account.\nCreate accurate EW, MA & PR POs in a timely manner.\nRegularly review and process supplier invoices.\nRaise sales invoices (complete billing) in line with company deadlines\nRun, take ownership and review of all financial reports\n \nCommunication Skills:\n\nPromote and maintain the core Values of CBRE\nAbility to comprehend and interpret instructions, short correspondence, and memos, and task clarifying questions to ensure understanding\nAbility to respond to common inquiries or complaints from clients, co-workers, and/or supervisor/manager\nAbility to effectively present information to an internal department and/or large groups of employees\nCommunicate effectively and build/maintain relationships at all levels with internal and external customers\n \nPerson Specification:\n\nStrong problem-solving skills\nCustomer service focused\nAbility to achieve business goals, with a concern for working well, surpassing standards of excellence and passion for challenges\nComfortable with and embracing of new technologies and digital tools\nConversant with Microsoft Office (Word, Excel, Outlook, PowerPoint)