Administrative Support Specialist
2 weeks ago
Work for CBRE Global Workplace Solutions, a leading facilities management company.
Career growth opportunities within a global firm based in Melbourne.
We are invested in the development and unique needs of our diverse employees and client accounts.
The Contract Support position offers a fantastic opportunity to shape your career path at CBRE. As the vital glue that holds the team together, this role provides a chance to excel in facilities management, lead an operations team, or pursue a career in finance.
This is a customer and team-facing role providing exceptional customer service and business support to contribute to the continued growth and success of the Business. You will provide a comprehensive and flexible administration service to the client account.
Your Responsibilities:
- Manage sickness, absence reporting, and holiday tracking.
- Collate and process timesheets & expenses, providing training for the team.
- Maintain people records, including training, inductions, new starters / leavers (notification; System Set-Up; IT Requests).
- Communicate effectively and build/maintain relationships at all levels with internal and external customers.
- Assist in compiling Site/Area Monthly Contract Review Pack (& attend monthly meetings) and monthly contract meeting reports.
- Order materials / parts / PPE.
- Plan maintenance visits for Technicians and Sub-Contractors.
- Become a System Champion, e.g., SimPro, Pronto & My Supplier.
- Support Work Order Specialist – Contract Support team with planning and scheduling works.
- Drive PPM and Reactive performance through direct engagement with the engineering team and service partners.
- Familiar with daily operations and the specific scope of the contract, e.g., which services are covered and which are chargeable.
- E nsure QHSE documentation is maintained and readily available using CBRE systems.
- E nsure Supplier Management reviews take place and are recorded.
- Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
- Keep the shared CBRE drive and client electronic records up to date to enable full auditable trails.
- E nsure integrity of financial transactions from the contract.
- Maintaining WIP, Open purchase orders, debt to agreed contractual defined parameters, and month-end financial reporting.
- Create accurate purchase orders, process/raise invoices, and create/raise extra works jobs.
About You:
Higher educational qualifications or degree.
Excellent PC-based skills, with a high level of experience in Word/Excel and Outlook – intermediate to advance level.
3 years' experience in a similar role with managerial experience.
Experience with Pronto Software.
Flexible to work outside core office hours from time to time.
What's in it for you?
CBRE values flexibility and supports its people's work/life commitments and wellbeing, development, and performance. Our benefits include competitive leave offerings and paid volunteer days.
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