Contract Support
Job ID
78444
Posted
29-Jul-2022
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Facilities Management
Location(s)
Pittsburgh - Pennsylvania - United States of America

GWS Local is a tailored facility management solution at a local level with access to the Global CBRE GWS platform. We manage soft services through trusted best in class partners, and self-delivery of hard services. Utilizing an AGILE delivery model with structure, governance, and accountability through employee empowerment.  Partnership with Local also provides access to our “Best in Class” additional services: Sustainability and Energy Programs, Project Management, Moves & Changes, Security Consulting, Workplace Strategy, and Host Workplace Experience.

JOB SUMMARY

Provide support to the Facility Manager, Lead Contract Support and the Business Unit Contract Support team.  Liaisons with Facility Manager and Lead Contract Support to enable the department and business unit to meet objectives in an effective and efficient manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Understand, anticipate, and deliver internal and external customer needs while building effective relationships.

Positively respond to both our internal and external customers through effective communication and personal accessibility.

Providing excellent customer service by managing client expectations and ensuring information is communicated between the team and customers.

Liaising with client on a variety of matters and attending to their needs whilst maintaining a strong working relationship.

Understand procedures and processes and operate them to the required standard. Examples of these are:

  • Site Inductions
  • Timesheets and expenses
  • Coordination of billing application, calculating margins, raising client invoices and submitting to client
  • Obtaining supplier quotes; uploading to internal system for client approval (Extra Works)
  • Raising supplier Purchase Orders for Extra Works upon client approval to perform work
  • Works closely with vendors to ensure timely submission of vendor invoicing.
  • Reviews AP invoice submissions to ensure proper coding and compliance with PO; resolving discrepancies with the vendors.
  • P&L, Unbilled (WIP) Report, Debt, Open PO’s & Invoice Pool
  • Reviews and follows up on monthly AR report; resolves client questions and ensures fees are collected
  • Liaising with the client regarding payment of invoices
  • Compiling of monthly Contract Review pack; liaison with Lead Contract Support
  • Logging hazards & customer feedback on the QHSE Management Portal
  • Maintaining record of onsite training gaps; coordinate with Facility Manager to ensure team members are apprised of upcoming training to ensure training is completed on time.
  • Updating of attendance planner; coordinate with Facility Manager to ensure absences are covered to ensure no gap in client service.
  • Reception cover, if applicable
  • Coordination of sub-contractor files, ensuring they are statutorily compliant with QHSE
  • Compiling of Customer Monthly Report, if applicable
  • Updating the CBRE Performance Portal, as applicable
  • Conducting supplier surveys on mySUPPLIER, JDE, P2P,Coupa, MS Dynamics, Zycus
  • Comprehensive spend tracking
  • Weekly review with Lead Contract Support to review WIP, Debt, Invoice Pool and Open PO status updates
  • Additional activities, as assigned

Achieve results within quality and time restraints.

Perform with an understanding of business requirements and changes, as well as ensuring continuous improvement.

Actively participate in a diverse and effective team.

Convey messages and ideas clearly and openly. Involve people and influence decisions.

To carry out any reasonable request from management.


QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential

functions.

EDUCATION and EXPERIENCE

Associates degree or previous experience preferred, but not required.

APTITUDE

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 organizational skills.                                                                                     

Commitment to continuous improvement.

Ability to comprehend, analyze and interpret complex documents.

Ability to solve problems involving several options in situations.

Ability to work as part of a team, as well as independently.

CHARACTER                      

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 of core office hours from time to time.

Demonstrates Respect, Integrity, Service and Excellence


CBRE is an equal opportunity/affirmative action employer with a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

NOTE: Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter.

CBRE GWS
CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.