The Lead Contract Support will be expected to Manage him or herself with all aspects of administrative process within the UCLH Contract. In general, his/her responsibilities will be to carry out efficient running of the Financial and Administrative Systems and associated functions.
This is a key appointment within the Business Unit and will require the individual to be a Strong Leader and have clear understanding of all financial procedures relevant to the Contract Support Role.
His/Her responsibilities within the operation; must have the ability to communicate to the users on all aspects of problems/complaints associated with the financial/administrative function, ensuring compliance with CBRE processes and procedures at all times; this will include compliance with the Helpdesk Procedure and Financial Procedure.
? Create accurate POs in a timely manner
? Run unapproved and unposted PO Reports weekly and resolve in a timely manner
? Daily review and process supplier invoices
? Run weekly WIP meetings with Manager(s) on site to forecast accurately and push EW totals
? Complete monthly Anaplan reviews and updates to the Finance and Contract Support Manager
? Aid Account Manager in Forecast Document updates monthly
? Run and review P&Ls Monthly and influence P&L result
? Run and review WIP reports weekly
? Run open purchase order report weekly and review all open orders
? Run and review Debt report weekly
? Complete weekly BU Financial Report and Monthly Contract Review reports to a high standard and in a timely manner
? Answer calls and emails in a professional and timely manner
? Manage holiday, sickness, maintaining the correct and required staff level within the building
? Maintain people records such as new starters, leavers and any changes in staff
? Identify needs/assist in arranging training for all team members either on or off site
? Attend and participate in any relevant training courses
? Management of Concept System and reporting
? To complete monthly contract reports insuring that significant events or activities as well as areas of concerns are noted in the report.
? Collate and process timesheets and expenses weekly
? Attend and actively participate in weekly Webquote meeting with Account Manager and Customer
? Webquote management / raise Extra Works jobs in a timely manner
? Completion of Extra Works Margin Rec Report monthly for the Finance and Contract Support Manager
? System Housekeeping (including but not limited to Webquote, Dynamics, Concept, 4Sight)
? Ensuring Helpdesk are fully competent, and that effective succession planning arrangements are in place
? Ensure the delivery of high Customer Service Standards
? Working within the CBRE team on the account to ensure the collaborative development of the business, effective team working, and support to colleagues
? Ensure appropriate control systems to ensure policy and contractual commitments (KPIs) are met.
? Ensuring customer focus within all areas of operational activities and that effective relationship are maintained with key client contacts
? Promoting and maintaining the core values of CBRE
? Provision of leadership and guidance, advice, coaching and direct support, where required to deliver best practice selection, training and assessment
? Ensuring business policies and processes are effectively communicated, and implemented within the Team.
? Meet Key Deadlines Set.
? Reporting to a CBRE Account Manager
? Accountability to the CBRE functional heads, as appropriate
? Line management responsibility for the Helpdesk position
? Understand and demonstrate the CBRE behaviours.
? Leadership of Helpdesk Position
? Ensuring staff compliance with policy and procedures
? To conduct regular reviews of procedures making recommendations for improvement with appropriate working practices
? Communicate effectively and build/maintain relationships at all levels with internal and external customers
? Liaise and keep informed the senior management on all aspects of contract problems and regularly update on all financial issues. Inclusive of; Consumable Spend nearing budgets, Issues with margins, Aged WIP that won’t be Billed etc
? Ensure QHSE documentation is maintained and readily available using CBRE systems e.g. Hazard Reports, training & competency records, PPE, toolbox talks
? Ensure use of Preferred Suppliers is maximised and best practice “better buying” is in place
? Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations
? Maintain CBRE notice boards on site.
? Strong understanding and experience of Finance and Administration essential
? Previous experience of Concept CAFM System
? Previous management of a small team desirable
? Advanced Computer literacy with Microsoft Excel and Microsoft Office or equivalent
? ILM 2 Certificate or Similar
? Ability to lead from the front in times of critical events on site
? Strong organisational and communication skills with the ability to priorities workloads
? Ability to work under pressure whilst remaining calm clear thinking and be able to deliver the required services to the client within given time constraint
? Diligent and pro-active
? Ability to prioritise and act on own initiative
? Excellent organisational skills and exceptional attention to detail
? A flexible approach to work with a willingness to travel would be essential
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.
CBRE is the world’s leading commercial real estate services firm with offices located around the globe. CBRE currently employs roughly 70,000 people worldwide, with 2000 working in the UK. The company’s core services include property sales, leasing and management, facilities and project management, investment management and, research and consulting. In Central London, CBRE advises on more commercial property than any other adviser and across the United Kingdom with offices in Aberdeen, Birmingham, Bristol, Edinburgh, Glasgow, Jersey, Leeds, Liverpool, Manchester, and Southampton.