Helpdesk & Contract Support

2 months ago

London, United Kingdom CBRE Full time

Posted- 20-Feb-2023- Service line- GWS Segment- Role type- Full-time- Areas of Interest- Accounting/Finance, Administrative- Location(s)- London - England - United Kingdom of Great Britain and Northern Ireland- Company ProfileCBRE 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.Job Title: Helpdesk & Contract Support
CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Contract Support/Helpdesk to join the team located at one of our most prestigious sites in London.The main purposes of the Contract Support/Helpdesk role are:
- To provide a comprehensive and flexible contract administration service to the contract team
- Maintain concise records of all CBRE transactions, finance and contract reporting requirements
- Liaise with client representative when required
- Allocate tasks and PPM’s to engineers, driving efficiencies in how the tasks are issued and closed and the ensuring the level of information contained in each task is informative, useful and well-structured in accordance with the account director’s instructions.

Accountabilities- Accountable to Line manager
- The post holder does not have any directly reporting staff
- This post carries no direct budgetary responsibility
- The post holds responsibility to lead or support the monthly contract review pack report and gather and collate the information within

Key Responsibilities- To assist with the control of all financial and commercial aspects of contracts.
- To assist in the production of supporting financial information.
- To maintain and update both manual and computer records relating to areas of which CBRE are responsible.
- To prepare and issue predefined reports, which form part of the contract and customer requirement.
- To administer quality management system documentation and ensure compliance.
- Liaise closely with the site team and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records.
- To undertake general office duties relating to the contract including:

- Correspondence and filing
- Minutes of meetings
- Preparation of reports and documentation
- Updating of electronic records
- Material ordering and administration
- Subcontractor’s administration
- Raising purchase orders and ensuring that purchase orders are updated when changes required.
- Production of valuations and presentation of results
- Contract renewal documentation
- Production of short range plan information
- Quote logging and processing
- Collating timesheets from engineers, chasing and checking quality of data
- Contract set-up (PPM / System support) Concept
- Application billing preparation
- Contract escalation process
- To undertake the training of staff as and when required.
- To enable full auditable trails with for example but not limited to Invoices, timesheets, material orders and goods received notes.
- To be responsible for the commercial support on the contract through to final account.
- Manage, allocate and close reactive and PPM tasks to engineers using Concept Evolution and FSI Go.
- Support the other contract supports when required which could potentially require working at other Prudential locations.

Skills and qualifications- An understanding of maintenance planning.
- Strong analytical and decision-making skills
- Effective time management of numeracy, report collation and distribution, data analysis
- Proficient in Microsoft Excel, Word and PowerPoint.
- Able to challenge the status quo and suggest new ways of doing things to improve performance and practices
- Strong organisation and communication ability
- To be an integral part of the team.
- A demonstrable understanding of the Concept Evolution CAFM system and finance systems.

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