Helpdesk Contract Support Specialist

3 days ago

London, Greater London, United Kingdom CBRE Full time
Job Title: Contract Support/Helpdesk

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are seeking a highly organized and detail-oriented Contract Support/Helpdesk to join our team located Remotely (with occasional travel to London).

Main Responsibilities:
  • Provide comprehensive and flexible contract administration services to the contract team.
  • Maintain concise records of all CBRE transactions, finance, and contract reporting requirements.
  • Liaise with client representatives when required.
  • Allocate tasks and PPMs to engineers, driving efficiencies in how tasks are issued and closed, and 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 Lead Contract Support.
  • 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 billing application process.
  • The post holds responsibility to lead or support the monthly contract review pack report and gather and collate the information within.
Key Responsibilities:
  • Assist with the control of all financial and commercial aspects of contracts.
  • Assist in the production of supporting financial information.
  • Maintain and update both manual and computer records relating to areas of which CBRE are responsible.
  • Prepare and issue predefined reports, which form part of the contract and customer requirement.
  • 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.
  • 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.
  • Undertake the training of staff as and when required.
  • Enable full auditable trails with, for example, but not limited to, invoices, timesheets, material orders, and goods received notes.
  • 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.
Requirements:
  • 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 organization 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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