Contract Support Coordinator

1 month ago

Sydney, Australia CBRE Full time

Work for CBRE Global Workplace Solutions (GWS) who are leaders in the facilities management industry
Endless growth opportunities within a Global firm 
Support a brand-new client based in Sydney CBD 

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. 

The GWS Local Business deliver consistent solutions with local specialization through operational and service excellence, with deep expertise in the self-delivery of technical and hard services. 

The Position

Are you ready to shape your career path at CBRE? The Contract Support position is the perfect opportunity to pave the way towards your desired future. As the vital glue that holds the team together, this role offers a fantastic chance to carve out your career in the direction you choose. Whether you aspire to excel in facilities management, lead an operations team, or pursue a career in finance, this position will pivot you in the right direction.

This is 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. You will provide a comprehensive and flexible administration service to the NSW Business Unit or client account. 

Here’s a snapshot of your day

  • Manage sickness, absence reporting and holiday tracking. 
  • Collate and process timesheets & expenses and provide training for team
  • Maintain people records such as 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
  • Ordering of materials / parts / PPE
  • Plan maintenance visits for Technicians and Sub-Contractors
  • Become System Champions e.g. Pronto & My Supplier
  • Support Work Order Specialist – Contract Support team with planning and scheduling works.
  • 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
  • Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
  • 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, debt to agreed contractual defined parameters and month end financial reporting.
  • Create accurate purchase orders, process/raise invoices and create/raise extra works jobs
  • Attend and actively participate in weekly finance meeting with contract manager/subcontractors. 

About you:

  • Experience in a similar customer facing role.  
  • Experience in Finance and Administration.
  • Previous experience in Property/Workplace Experience or Facilities Management industry  
  • 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
  • Flexible to work outside core office hours from time to time

What’s in it for you?

People are the foundation upon which our success is built. Our company is diverse and so are the opportunities for professional and career development. Our people are free to expand their skills and knowledge to drive their careers and reach their full potential. 

We value flexibility and our people work in ways that meet their work/life commitments and support their wellbeing, development and performance. Our people benefit from a range of educational, financial, lifestyle, health and wellbeing benefits and programs, corporate partnerships and discounts, CBRE Cares Foundation, competitive leave offerings and paid volunteer days. 

We look forward to hearing from you 

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