Contract & Admin Support - Data Center Facilities (NSW)

Contract & Admin Support - Data Center Facilities (NSW)

CBRE Data Center Solutions (DCS) is a global leader in delivering integrated real estate, facilities, and technology solutions across the entire data centre lifecycle. Our team brings deep expertise across all DCS service lines, combining capital markets insight with technical excellence to unlock value for data centre owners, occupiers, and investors worldwide.

About the role: A customer and team facing role to provide exceptional customer service and business support to contribute to the continued growth and success of the Business, to provide a comprehensive and flexible administration service to the CBRE Data Centre Solution Clients.

Reporting To: Account Manager/Critical Facilities Manager

Works with: Local contract support team, Finance and Contract Manager, working closely with operations team on site to ensure any administrative requests raised by Operations team are met.

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

What You'll Do:

• Finance
• Ensure integrity of financial transactions form contract. Maintaining the WIP, Open purchase orders and debt to agreed contractual defined parameters.
• Create accurate purchase orders in a timely manner
• Create/ raise extra works jobs
• Attend and actively participate in weekly finance meeting with contract manager/subcontractors/ Clients etc
• Regularly review and process supplier invoices
• Raise sales invoices (complete billing) in line with contractual and company deadlines
• Assist with month end financial reporting and ensure deadlines are met.
• 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
• Creation and review of management reports such as P&L, WiP, Unbilled Revenue, Debt, OPO's & Invoice Pool
• Raising Purchase Orders
• Reviewing open Purchase Orders
• Policy and procedure compliance
• Processing supplier invoices and resolving any queries
• Comprehensive spend tracking
• Weekly report submission to include WiP, Unbilled Revenue, Debt, Invoice Pool and OPO updates
• Reporting on In Scope and Out of Scope works
• Drive high quality financial performance to influence P&L result.
• Ad-hoc reporting as requested by Business Unit or Business/Finance.
• Housekeeping of CBRE Client specific systems.
• People & Development
• Promote CBRE culture throughout the teams
• Sickness & absence reporting
• Holiday tracking
• Reporting changes in Org Structure to the wider team
• Collate and process timesheets & expenses and provide training for team
• Maintain people records such as training, new starters / leavers (notification; System Set-Up; IT Requests)
• Communicate effectively and build/maintain relationships at all levels with internal and external customers.
• Answer calls and emails in a professional and timely manner.
• Attend and participate in any relevant training courses
• Attend regular role specific meetings to share best practice.
• Contract
• Assist in compiling Site/Area Monthly Contract Review Pack (& attend monthly meetings)
• Ensure accurate labour allocations in relevant systems
• Attend and actively participate in customer Work Planning Meeting and support Work Order Specialist – Contract Support team with planning and scheduling works.
• Prepare and issue predefined reports, which form part of the contract and customer's requirements both operational and financial.
• Drive PPM and Reactive performance through direct engagement with engineering team
• Familiar with daily operations and the specific scope of the contract e.g., which services are covered, and which are chargeable.
• 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
• Continually develop systems to maximize efficiency benefits for the customer and CBRE
• Update labour allocations to ensure accurate client reporting
• A 7 Star Mindset - A key element of this role is the ability to make every moment matter, which supports the delivery of a world class, seven-star client experience: Mindset and attitude are everything, become a master at managing your tasks, resolving issues before they become problems, Having a concierge approach to guests.
• Quality
• Ensure QHSE documentation is maintained and readily available using CBRE systems.
• Monthly Hazard Reporting in 4sight
• Quality Management – record management; process updates (site/country)
• Ensure Supplier Management reviews take place and are recorded
• Manage CAFM system as key user on site including PPM records, reactive and reporting.
• Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
• To maintain and update both manual and computer records relating to areas for which CBRE are responsible and keeping the shared CBRE drive and client electronic records up to date to enable full auditable trails.

What You'll Need:

• High School Diploma or GED with 3-5 years of job-related experience. Prior Contract Support/Project admin or Facilities coordinator/building coordinator
• In-depth understanding of a range of processes, procedures, systems, and concepts within own job function and basic knowledge of related job functions required.
• Requires the ability to explain complex concepts or sensitive information.
• Expert knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
• Excellent organizational skills with a master-level inquisitive mindset.
• Exceptional math skills. Ability to calculate sophisticated figures such as percentages, discounts, and markups.

Circumstances: Be flexible to work outside core office hours from time to time. The individual must be willing to undertake travel as the role/business requires.

Unless otherwise advised, CBRE data centre sites require Australian Citizenship and on request from our customers participating in a government clearance process and holding a government clearance up to NV1 is required.

Ready to Power Up Your Career? Apply now and become part of an organisation where your potential meets opportunity.