Position Contract Support/Administrator
Salary £28k+package
Location Doncaster
Role
As a Contract support/ administrator you will collaborate with colleagues & manage corporate client needs.
The contract support candidate will be accountable for the smooth administration of the site team aiding in the management of supply partners, ensuring process compliance and delivery of financial requirements in line with Client approved budget.
The contract Support roles Responsibilities broken into three categories Contract support QHSE Responsibilities.
* Log quality hazards & ensure resulting actions are closed out.
* Record & update the Technical teams tools, equipment & test records (calibration/inspection records)
* CBRE has deployed well developed & thorough QHSE Log books. It’s your job to validate that these are compliant (pre-audit), drive the application of changes & ensure they are maintained
* Report all accidents, occupational illnesses & emergencies. Ensure the team knows how to follow process & will validate the subsequent actions were taken to close out the incidents including sharing any lessons learned
* You will be undertaking monthly audits to ensure subcontractor files are statutorily compliant with QHSE requirements & reporting any challenges through to the Technical & Soft Services Managers
* You’ll ensure all QHSE audit actions are tracked and closed before the deadline
* Ensure all audit actions raised on any site are implemented for all appropriate sites in the portfolio
* You are a key point of coordination with our account Standards & Compliance Lead & actively engage with all CBRE communications ensure the team can access & understood those messages.
Contract support Operations Responsibilities.
* Create & actively maintain constructive, professional relationships with clients, colleagues & suppliers
* To do that you’ll be actively contributing to team huddles and logging your own facilities issues (including chasing down the remedial actions!)
* Monitor the operational team’s work to ensure that it is functioning within required standards
* You will monitor and remind the team of upcoming actions and deadlines
* You will schedule work orders to the engineering team as & when works are submitted to the Si7.
* You will provide updates and reports around upcoming and overdue work orders as part of an operational report to the client
* You will own the maintenance of the Site delegated authority (DOA) matrix, the on call rota, the business continuity and disaster plan and the escalation maps. You’ll help them to maintain and audit the out of hours escalation rota
* You’ll be an expert on Client & CBRE policies & procedures. You’ll audit & deliver training on them
* You’ll assist with the assignment of works tickets to the CBRE team on your sites
* You may also help with the CMMS system
* You are the knowledge centre of your site team
* You are also the team’s connection point with other central teams.
* You are the administrator of the site leave/absence tracker identify & escalate trends to management
* You’re the coordinator of new employee onboarding & offboarding. You operate but don’t deliver our central training and processes including NDAs, technology set up, etc.
* You support the preparation and delivery of monthly Contract and Business Unit Reviews
* You help your team to prepare the Site Monthly Operational Reports, providing the local narrative that identifies trends and potential opportunities for improvement initiatives, including on our KPI’s & SLA’s
* You’ll be asked to produce site level ad-hoc reporting as requested by the Client or Management Team
Finance
* Helping the team to manage and process finances is a central aspect of this job. You will be manage the site team’s production of purchase orders, billing applications, calculating margins, raising invoices and submitting them to the Client
* You will assist with the processing of supplier invoices
* Manage the team’s submission & consolidation of crucial management reports (such as P&L, WiP, Unbilled Revenue, Debt, OPO, PO & Invoice Pool).
* You’ll be vital in helping the Facilities Manager to manage and where needed chase down debt.
* You are the right hand of the Facilities Manager and will help them to prepare and review our monthly Contract and Business Unit Reviews managing the team’s submission and consolidation of some crucial management reports (such as P&L, WiP, Unbilled Revenue, Debt, OPO, PO & Invoice Pool)