Contract Support

Job description

Job Title: Contract Support

Business Sector: Data Centre Solutions

Location: Watford, UK

COMPANY PROFILE

CBRE is the global leader in real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally, we employ over 70,000 employees and operate in 48 countries.

Purpose of the Job

Quality, Health, Safety and Environment

• Maintain CBRE notice boards on site (including QHSE)
• Ensure CBRE Induction Booklet is maintained and current with any changes
• Ensure CBRE Escalation Procedure is maintained and current with any changes
• Ensure QHSE documentation is maintained and readily available using CBRE systems e.g. Observation Reports, Training Matrix & competency records, PPE, Uniform, Tools, Toolbox talks
• Completion of Subcontractor Attendance Packs records and uploads to Client Sharepoint
• Ensure CBRE Organisational Chart is maintained and current with any changes
• Issue of monthly PPM notifications to the Client Service Desk and records updated on CAFM System
• Management of employee Vetting following the Client internal process
• Management of Client BPSS / SC Clearance for all CBRE Employees and Subcontractors
• Ark Portal CBRE employee administration, ensuring records are current and booking in visitors and deliveries

People & Development

• Monitor and maintain the Attendance Planner and Shift Rota
• Collate and process Timesheets weekly
• Maintain people records such as new starters, Leavers, absence and any changes in staff
• Assistance with new starter IT setup
• Communicate effectively and build / maintain relationships at all levels with internal and external customers
• Answer calls and emails in a professional and timely manner

Contract

• Prepare, attend and actively participate in monthly CBRE Contract Review meetings
• Plan and arrange Subcontractor call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs
• Assist management team with monthly Customer Report
• Ensure use of Preferred Suppliers is maximised and best practice "better buying" is in place with the ability to challenge supplier pricing
• Review Subcontractor performance and feedback through appropriate systems 'MySupplier' and 'ValueTrack'
• Ensure CBRE systems (e.g. MySupplier, Webquote, Dynamics) are in use and kept updated
• General Contract Management support for the Lead Contract Support and Account Manager

Purchasing and Finance

• Ensure integrity of financial transactions for contract
• Completion and management of Financial weekly reporting (Invoice Pool, Open Purchase Orders, Paid and Unpaid WIP, Debt, Overtime and Expenses), presenting to the Account and Business Unit weekly
• Create / raise Extra Works jobs on CBRE inhouse system 'Webquote' with accuracy and in a timely manner
• Monitor Webquote Extra Work Client job approvals daily and raise accurate Service Orders and Purchase Orders in a timely manner
• Webquote housekeeping and weekly update and action calls with the Client
• Management of monthly chargeable Consumable Tracker, raising consumable Purchase Orders in a timely manner
• Raising non-chargeable Purchase Orders
• Management of non-chargeable spend weekly
• Daily review and process of Subcontractor and Supplier invoices, managing disputes within 30-day SLA
• Hold weekly WIP updates and complete 3-month Extra Work forecasting with Account Manager
• Open Purchase Order and EW accrued aged management
• Monthly review and management of annual maintenance Purchase Orders
• Annual Contract renewal assistance with Lead Contract Support and Account Manager
• Client Debt management, ensuring disputes are resolved within 30-day SLA
• Completion of monthly Extra Works Billing Submission and Client approvals in line with SOX Compliance
• Raise Extra Work sales invoices in line with company deadlines at the correct margin
• Month end reporting review and completion (EW Margin, Overtime and Expenses, Labour Allocation)
• O1 and S1 understanding
• Review P&Ls Monthly with Account Manager and influence P&L result
• General Financial Support for the Lead Contract Support and Account Manager

Person Specification - Top 6 Behaviours

• Organised, ability to proactively plan workload
• Structured
• Logical
• Works in a clear and consistent manner
• Attention to detail
• Thorough in carrying out a tasks with a high degree of accuracy
• Confident and effective in putting across point of view to others
• Persistence
• Does not let issues go and follows through to resolution
• Customer and team focus

Technical Skills

D = Desirable; E = Essential

• Facility in Math - E
• Facility in English - E
• MS Office - E
• Word - Intermediate - E
• Excel - Intermediate - E
• PowerPoint - Intermediate - E
• Visio - D
• Outlook - Intermediate - E
• Customer Service Experience - E
• Purchasing and Finance Experience - E

EQUAL OPPORTUNITIES

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.