Contract Support Associate

**Contract Support Associate**

**Job ID**
- 216266

**Posted**
- 17-Apr-2025

**Service line**
- GWS Segment

**Role type**
- Full-time

**Areas of Interest**

Accounting/Finance, Building Management, Facilities Management

**Location(s)**

Sydney - New South Wales - Australia

**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: AD or CFM**
- Works with: LCS, Finance and Contract Manager, working closely with operations team on site to ensure any administrative requests raised by OPS team are met
- Working at: Norwest, NSW 2153

**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.

All details are provided for guidance only; they do not necessarily limit the responsibilities and accountabilities of the job. Full details of employment terms are provided within offers of employment, and appropriate policies within the Company.

Key Focus Areas
- 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.- 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.- 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 rec