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Contract Support

Dublin , Ireland

Ref#: 9677250813

Date published: 22-Feb-2021

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CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a contract support who will provide comprehensive financial and administrative support to the contract in multiple countries. Working with multiple stakeholders from all areas of the business to ensure the contract is run effectively and in line with client expectations, whilst ensuring you support all areas of the contract support wheel.

Role responsibilities  

  • Raising of all subcontractor PO’s in line with company policy and effectively managing supplier relationships
  • Ensuring all sales invoices are raised and issued in a timely manner in line with the client contractual terms
  • Create and upload sales invoices into client payment system ARIBA on the same day invoice is raised to ensure timely payment is made by the client
  • Goods receipting of PO’s and processing of purchase invoices to ensure suppliers are paid on time for goods/services received
  • Resolve any supplier invoice queries whilst working with SSC teams
  • Ensuring all extra works jobs are raised, signed off by client, billed and closed in a timely manner, whilst providing sufficient supporting documentation as evidence of works complete
  • Work with the contract manager to ensure aged WIP and debt is managed effectively
  • Support contract manager in managing all financial aspects of the contract thought effective budgeting support
  • Support the on-site teams in raising small jobs within the client system and manage through to closure
  • Timesheet entry for overtime payments for onsite teams
  • Support the account on and off boarding of all CBRE employees
  • Understanding of the contract, including scope and terms & conditions
  • Maintaining on site personnel records including training matrixes, holiday and sickness records
  • Actively identify/implement innovations across the contract to enhance performance and continue to meet the client’s expectations whilst looking to deliver savings
  • Review and submit completed reports when requested – this includes Invoice Pool, Receipting (WIP), Receipted and not yet invoiced, rejected invoices, OPO and Overtime
  • Assisting the Contract Manager in ensuring compliance with Health & Safety requirements, including H&S reporting (e.g. Hazard Reporting) and promoting a safe working environment
  • Support on site teams in the management of CMMS systems
  • Actively participate in a diverse and effective team
  • Communicate effectively and build/ maintain relationships at all levels with internal and external customers; answer calls and emails in a professional and timely manner
  • Support internal and external clients with any ad-hoc administrative task when requested or confirmed applicable by your line manager
  • Attendance internal and external client meetings upon request

Skills Required

  • Previous experience of using operating systems such as Dynamics AX or Concept software
  • Previous experience working within the FM industry
  • Excellent PC based skills, with experience in Word/Excel and Outlook – intermediate to advance level
  • Multilingual is preferred as contract support will support multiple countries (Polish/Romanian)
  • Must demonstrate a strong sense of customer focus
  • Excellent verbal, and good basic standard of written, communication skills
  • 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
  • Committed to customer service delivery
  • Reliable and committed
  • Confidential and discrete approach
  • Calm manner, able to work under pressure and with changing demands and priorities
  • Be flexible to work outside core office hours from time to time