Contract Support Associate
ID do trabalho
265557
Publicado
12-Mar-2026
Linha de serviço
GWS Segment
Tipo de função
Período integral
Localização(ões)
New York City - New York - United States of America
Global Workplace Solutions (GWS) Local is a hard services-led, tailored facility management solution. We self-perform hard services while partnering with best-in-class soft service providers to offer custom facility and project management solutions to our clients. We focus on empowering our team with a high-level of downstream accountability, resulting in an agile and efficient service delivery.
In addition to our core facility and project management capabilities, our platform offers direct access to our Best-in-Class services, including ESG, Security Consulting, Workplace Strategy, and Workplace Experience.

Position Overview 
The Workplace Operations Coordinator is responsible for coordinating and administering approved operational activities across fleet administration, purchasing workflows, and subtenant-related administrative support. This role provides centralized oversight, documentation control, and process consistency while ensuring compliance, financial discipline, and clear accountability. 
The Workplace Operations Coordinator role is administrative and coordination based. It 
does not include vehicle ownership, vehicle or space leasing authority, procurement 
authority, contract interpretation, service authorization, or independent spend approval. 
All activities are performed in accordance with Client-approved procedures and under 
stakeholder oversight.

Responsibilities: 
Serve as the main point of contact for all employee related service needs. 
Coordinate day-to-day fleet-related administrative activities in alignment with 
Client-approved procedures. 
Maintain accurate vehicle records including registrations, insurance 
documentation, inspections, renewals, and compliance requirements. 
Track key deadlines and requirements to support ongoing compliance and risk 
management. 
Serve as the central point of administrative coordination between internal 
stakeholders and Client-designated fleet vendors and service providers. 
Track, escalate, and support resolution of fleet-related issues through established 
governance channels. 
Update fleet records based on approved instructions when vehicles are added, 
removed, or modified. 
Review billing to ensure accuracy. 
2. Purchase Order and Invoice Support 
Objective: Support controlled, accurate, and timely processing of approved purchasing 
activity. 
Coordinate purchase order setup, tracking, and administration in accordance with 
approved workflows. 
Support routing of approvals and ensure required documentation is complete and 
audit ready. 
Review invoices for administrative accuracy against approved purchase orders and 
supporting documentation. 
Route invoices for stakeholder review and approval. 
Track invoice status and escalate discrepancies for resolution. 
Support reconciliation and reporting to improve visibility and financial control. 
3. Field Office Administrative Support 
Objective: Provide coordination for space-related subtenant activity under stakeholder 
direction. 
Process subtenant rent invoices in accordance with approved lease documentation 
and stakeholder instructions. 
Coordinate administrative processing of approved pass-through expenses, 
including shared services or utilities, as directed. 
Maintain documentation supporting rent charges, pass-through allocations, 
approvals, and invoicing. 
Receive and log subtenant service requests and coordinate service calls with 
internal teams or approved vendors based on stakeholder direction. 
Track service status and provide updates to designated stakeholders. 
Maintain organized records related to subtenant activity for audit and reporting 
purposes. 
Point person for all field office admin support (subtenant) 
Out of Scope: 
Lease administration, negotiation, or interpretation 
Rent calculations, adjustments, or commercial decisions 
Authorization of services or changes in scope 
Subtenant relationship management 
4. Financial Controls and Reporting 
Objective: Strengthen governance, spend visibility, and audit readiness. 
Maintain organized, accurate, and audit-ready records for fleet, purchasing, and 
subtenant administrative activities. 
Support reporting on activity status, spend trends, and outstanding items as 
requested. 
Identify discrepancies, delays, or compliance risks and escalate appropriately. 
Support consistent application of financial controls and documentation standards. 
5. Documentation and Compliance 
Objective: Ensure records and processes meet internal, regulatory, and audit 
requirements. 
Maintain centralized documentation for approvals, transactions, and administrative 
activity. 
Ensure records are complete, current, and accessible for audits and reviews. 
Support compliance with Client policies and applicable regulatory requirements. 
Coordinate updates to records as instructed by approved stakeholders. 
6. Communication and Coordination 
Objective: Enable smooth coordination across stakeholders and service providers. 
Communicate with internal teams regarding activity status, requirements, and 
documentation needs. 
Coordinate with Client-designated vendors to support service delivery, issue 
resolution, and documentation exchange. 
Act as a point of contact for administrative inquiries related to fleet, purchasing, 
and subtenant activity. 
7. Process Improvement and Efficiency 
Objective: Improve consistency, turnaround time, and administrative efficiency. 
Support standardization of administrative processes across fleet, purchasing, and 
subtenant support. 
Identify opportunities to reduce delays, improve documentation quality, and 
strengthen controls. 
Collaborate with Facilities, Finance, and Workplace Experience teams to align 
administrative workflows with broader operational needs. 

Why CBRE
When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values — respect, integrity, service and excellence — and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Applicant AI Use Disclosure
We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.

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