Administrative Officer (Contract Management) - West Singapore
Job ID
Service line
GWS Segment
Role type
Areas of Interest
Data Centers
Singapore - Singapore

Role Purpose:

To provide exceptional customer service and business support in order to contribute to the continued growth and success of the Business.

Key Responsibilities:    


·       Maintain CBRE notice boards on site (including QHSE).

·       Ensure QHSE documentation is maintained and readily available using CBRE systems e.g. Logbooks, Hazard Reports, training & competency records, eLogbooks, PPE, toolbox talks.

·       Manage CAFM system as key user on site including PPM records, reactives and reporting.

·       Review Subcontractor performance and feedback through appropriate systems (e.g. Ariba)

·       Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.

People & Development

·       Promote and maintain CBRE culture throughout teams.

·       Monitor and maintain the attendance planner.

·       Collate and process timesheets and expenses weekly.

·       Maintain people records such as new starters, leavers and any changes in staff.

·       Communicate effectively and build/maintain relationships at all levels with internal and external customers

·       answer calls and emails in a professional and timely manner.

·       Attend and participate in any relevant training courses.

·       Attend regular role specific meetings in order to share best practice.


·       Attend and actively participate in monthly Contract Review meetings.

·       Plan and arrange call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs.

·       Create monthly Customer Report with Contract Manager.

·       Ensure use of Preferred Suppliers is maximised and best practice “better buying” is in place.

·       Ensure CBRE systems are in use and kept updated.

·       Familiar with daily operations and the specific scope of the contract e.g. which services are covered and which are chargeable.


·       Ensure integrity of financial transactions for contract.

·       Attend and actively participate in weekly finance meeting with contract manager/subcontractors.

·       Create/raise Extra Works jobs.

·       Create accurate POs in a timely manner.

·       Regularly review and process supplier invoices.

·       Raise sales invoices (complete billing) in line with company deadlines at the correct margin.

·       Run and review P&Ls Monthly and influence P&L result.

·       Run and review WIP reports at least weekly.

·       Run open purchase order report weekly and review all open orders.

·       Run and review Debt report weekly.

Personal Attributes

·       Organised (and ability to plan)

Works in a structured way. Thinks ahead to prioritise workload.

·       Logical

Works in a clear and consistent manner.

·       Attention to detail

Thorough in carrying out a task, with a high degree of accuracy.

·       Assertiveness

      Confident and effective in putting across point of view to others.

·       Persistence

Does not let issues go; follows up on issues through to resolution.

·       Customer and team focus

Puts customer and team needs first; always considers impact of actions on customer and team.

Technical Skills

D=Desirable; E=Essential

 Use of an ERP system


Basic facility in maths


Basic facility in English


Customer service experience


Use of MS Office

  • Word
  • Excel
  • PowerPoint
  • Access
  • Visio
  • Outlook