Contract Support Coordinator

Contract Support Coordinator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Contract Support Coordinator to join the team located in London.

This is a hybrid working role.

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.

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.
• 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.

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 eLogbooks.

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.
• Reception cover if applicable.
• 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.

Person Specification:

Education:

• Essential: Hold academic passes with at least GCSE Maths and English or equivalent.
• Desirable: Higher educational qualifications to 'A' level or degree (or equivalent).

Skills:

• Essential:
• Highly computer literate.
• 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.
• Desirable:
• Formal training in the use of Excel, Word and presentation software packages.

Knowledge:

• Essential: A basic understanding of business and customer-facing environments.
• Desirable: Understands the requirements of operating in a contract environment.

Experience:

• Essential: Been a part of a high-performing team.
• Desirable: Previous experience of a service industry role using operating systems such as Dynamics AX.

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.

Circumstances:

• The individual must be willing to undertake travel as the role/business requires.

Core Competencies:

• Customer Service
• Communication
• Integrity
• Attention to Detail

Why CBRE

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values — respect, integrity, service and excellence — and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.