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Contract Support/Facilities Coordinator

4 months ago

Melbourne, Australia CBRE Full time
  • Work for a new GWS client who are leaders in the healthcare provider industry 
  • Endless growth opportunities within a Global firm 
  • Position can be based in Sydney, Melbourne or Brisbane with Hybrid working options 

CBRE is the world's leading and largest commercial real estate services and investment firm; a growing and visionary organisation, comprised of the best and brightest professionals. Within Global Workspace Solutions, also known as GWS, we are invested in the development and unique needs of our diverse employees and client accounts.  

A customer and team facing role to provide exceptional customer service and business support in order to contribute to the continued growth and success of the Business, to provide a comprehensive and flexible administration service to the client. 

Here's a snapshot of your day;

  • Maintain people records such as training, absence, and holiday tracking for new starters/leavers (notification; System Set-Up; IT Requests) and process timesheets & expenses.
  • Attend and participate in any relevant training courses and regular role specific meetings to share best practice.
  • Assist in compiling Site/Area Monthly Contract Review Pack (& attend monthly meetings)
  • Ordering of materials / parts / PPE and plan maintenance visits. 
  • System Champions e.g. Maximo; WebQuote; My Supplier
  • 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 and service partners
  • Familiar with daily operations and the specific scope of the contract e.g. which services are covered and which are chargeable.
  • Ensure QHSE documentation is maintained and readily available using CBRE systems.
  • Ensure Supplier Management reviews take place and are recorded
  • 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.
  • 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 and create/raise extra works jobs
  • Attend and actively participate in weekly finance meeting with contract manager/subcontractors 
  • Regularly review and process supplier invoices and raise sales invoices (complete billing) in line with contractual and company deadlines
  • Assist with month end financial reporting and ensure deadlines are met.

Skills and experience you'll need to thrive in this role:

  • 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 as a Service Coordinator, Facilities Coordinator or Scheduling/Coordination for a service industry. 

What's in it for you?

  • Flexible working days/week, work-life balance
  • Rewarding career with great developmental opportunities within GWS and across CBRE 
  • Extensive training opportunities which can be tailored to your career goals.

We look forward to hearing from you