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Contract Administration Specialist

2 months ago

Birmingham, Birmingham, United Kingdom CBRE Full time
Job Title: Contract Administration Specialist

Business Sector: Data Centre Solutions - Critical Environments

Company Overview

CBRE stands as the foremost authority in real estate services, utilizing the industry's most extensive knowledge base to fulfill the commercial real estate requirements of clients globally. Our aspiration is to be the leading, vertically integrated, globally capable real estate service provider. With a workforce exceeding 70,000 employees across 48 countries, we are committed to excellence.

Role Purpose

The primary objective of this role is to deliver outstanding customer service alongside a thorough operational, financial, and administrative support system by managing contract administration tasks effectively. It is essential for the Contract Administration Specialist to comprehend procedures and processes, executing them to the expected standards while promoting best practices throughout the organization.

The individual will oversee all facets of the contract's financial and administrative processes, possessing a robust knowledge base that specializes in all system and process flows within the organization.

Key Responsibilities
  • Ensure that contractual obligations are fulfilled and surpassed.
  • Understand the Contract Scope, contributing to adherence to key deliverables (KPIs).
  • Implement best practices for all contract administration tasks.
  • Provide support to the Management Team on all financial and administrative functions.
  • Serve as the first point of contact for all contract-related financial and administrative inquiries.
  • Offer guidance, advice, and support to the Contract Team to promote best practices.
  • Effectively manage personal workload and diary, ensuring capacity to assist the broader team.
  • Prioritize tasks and provide support as needed to the wider team.
  • Drive and influence the Contract Financial Plan for revenue and profit delivery, forecasting quarterly to ensure year-to-date plans are exceeded.
  • Maintain financial reporting accuracy and data integrity.
  • Oversee administrative reporting accuracy and data integrity.
  • Reduce aged work in progress, open purchase orders, invoice pool, and debt, ensuring exceptional customer service to both internal and external clients.
Job Requirements

Essential Skills
  • Proficient in Word - Intermediate level.
  • Proficient in Excel - Intermediate level (including formulas, pivot tables).
  • Proficient in PowerPoint - Intermediate level (including creating and presenting presentations).
  • Proficient in Outlook - Intermediate level (including task diary management and scheduling).
  • Experience in customer service.
  • Background in purchasing and finance.
Additional Duties
  • Organize and schedule subcontractor call-outs, maintenance visits, and material deliveries within contracted service level agreements.
  • Assist the management team with monthly customer reporting.
  • Evaluate subcontractor performance and provide feedback through designated systems.
  • Provide general contract management support to the Lead Contract Administrator and Account Manager.
Financial Management
  • Ensure the integrity of financial transactions related to the contract.
  • Manage and complete weekly financial reporting (including invoice pool, open purchase orders, and debt), presenting findings to the Account and Business Unit.
  • Accurately create and raise extra works jobs in the internal system.
  • Manage monthly chargeable consumable tracking and raise purchase orders promptly.
  • Handle non-chargeable purchase orders and manage associated spending.
  • Review and process subcontractor and supplier invoices daily, resolving disputes within established timelines.
  • Assist with annual contract renewals alongside the Contract Manager.
  • Manage client debt, ensuring timely resolution of disputes.
  • Raise extra work sales invoices in accordance with company deadlines.
  • Conduct month-end reporting reviews and completion.
Success Metrics

Achievement of Business Unit and Contract KPIs in alignment with organizational objectives.

Education
  • Academic qualifications including GCSE Maths and English or equivalent.
  • Higher educational qualifications to 'A' level or equivalent.
Skills and Competencies
  • High level of computer literacy.
  • IT skills necessary for effective task completion and reporting.
  • Excellent written and verbal communication skills, with strong presentation abilities.
  • Capability to operate within a matrix environment.
  • Organized and open to innovative approaches to enhance efficiency.
Knowledge and Experience
  • Comprehensive understanding of business and customer-facing environments.
  • Familiarity with the requirements of operating within a contract environment.
  • Previous experience in a service industry role.
  • Participation in a high-performing team.
Aptitude
  • Strong customer focus with a commitment to service excellence.
  • Effective communication skills for collaboration with clients, suppliers, and colleagues at all levels.
  • Self-motivated and ambitious.
  • Results-oriented with meticulous attention to detail.
  • Excellent time management and organizational capabilities.
  • Dedication to continuous improvement.
  • Ability to work collaboratively as part of a team or independently.
  • Composed demeanor, capable of managing pressure and adapting to changing priorities.
Core Competencies
  • Customer Service
  • Communication
  • Integrity
  • Attention to Detail
EQUAL OPPORTUNITIES

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.