Contract Support

7 months ago

Bristol, United Kingdom CBRE Full time

**Purpose Of the Job**

Provide excellent operational service and support function to the AXA Insurance Facilities Management team and financial support to the account in line with CBRE and AXA core values. Managing a dynamic helpdesk function, working within contracted SLA’s and KPI’s. Working closely with the Contract Support team, AXA Workplace Managers, CBRE Regional Facilities Manager and engineering team.

**Client First & Innovative**
- Building positive relationships with clients, understanding and anticipating (internal and external) needs to deliver proactive and excellent continuous service
- Be an ambassador for the CBRE RISE values and behaviours.
- Liaising with client on a variety of matters and attending to their needs whilst maintaining a strong working relationship.
- Positively respond to both our internal and external customers through effective communication and personal accessibility. Managing client expectations and keeping team communications continuous.
- Ensure that all operations and procedures are carried out to the high standards at all times, including occasional site visits where required.
- Working as a team within the Contract Support sector supporting holidays and sickness for other team members.
- Work towards operational excellence and best talent; hitting targets with all financial responsibilities with the goal of being top performing contract within the Business unit which is scored currently using the metric leadership board
- Champion for continuous improvement; continuously assists to positively impact the development of processes and day to day working to streamline operations and boost efficiency.
- Carry out any other reasonable request from the Lead Contract Support and regional team.

**Operational Excellence**
- Working to operational deadlines as set by the Lead Contract Support
- Compiling of the Contract Review Pack
- Compiling of weekly report; tracking and managing items due to age
- Management of the helpdesk platform through SI Local/ CAFM System, E-mail and/or

Direct verbal communication via a member of the on-site management team for reactive and extra works requests
- Working in conjunction with the Regional Facilities Manager (RFM) and Lead Engineer (LE) supporting the life cycle of the work order (reactive, corrective or extra works)
- Ownership of open jobs, driving alongside the LE/ RFM for optimal streamlined efficient delivery of works
- Working in conjunction with the regional team ensuring jobs have been correctly assigned and attended with the SLA.
- Providing excellent service to the customer throughout the life cycle of the work order, whilst understanding and acting on client priorities for open work orders.
- Ensuring specific and comprehensive job updates are passed to the customer via the CAFM system and verbally where appropriate.
- Uploading job reports and all other QHSE legislative documentation to the CAFM systems to evidence job ((reactive, corrective or extra works)) completion. Such as RAMS, DRA’s, Gas Safety/ Electrical Installations, Waste Transfer Notes)
- Obtain quotes in conjunction with the regional team for any corrective/ recommend extra works
- To attend weekly meetings with the RFM and LE to review open jobs

**Financial Duties**:

- Open Purchase Orders (OPO’s) - Management of all open purchase orders ensuring goods/services have been provided. Chase for invoices to ensure OPO’s do not fall into aged category
- Invoice Pool - Responsible for processing invoices daily and dealing with invoice enquiries before invoices become overdue.
- Management of WIP report, chasing contractors and ensuring jobs do not fall into aged category.
- Support of engineer team; Creating and submitting timesheets, raising purchase orders for PPE/ tools etc
- WIP (works in progress) Report - ensuring WIP report is continuously managed and service orders do not fall into aged categories.
- Manage the Web Quote system, uploading quotes for approval, updating the status of jobs and liaising with RFM and Engineering team to obtain necessary information.
- Raising purchase orders, maintaining purchase orders, processing supplier invoices and resolving any queries
- Compiling and reporting the monthly forecasts and billing results
- Ensuring that there are no outstanding POs, and all POs are reconciled at the end of the customer financial year.

**Person Specification**
- Must demonstrate a strong sense of customer focus.
- Excellent verbal, and good basic standard of written, communication skills.
- Proactive, self-motivated and systematic.
- Results/ task orientated, attention to detail and accuracy.
- Excellent time management and organisational skills.
- Commitment to continuous improvement.
- Ability to work as part of a team, as well as independently
- Essential
- Excellent PC based skills, with experience in Word/Excel and Outlook - intermediate to advance level.
- Desirable
- CAFM systems/Facilities experience

**Benefits**:

-

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