Contract Support Facilities Coordination

CBRE Global Workplace Solutions (GWS)
Πλήρης απασχόληση Γεμάτη μέρα
Αθήνα
Purpose of the job:

  • To provide a comprehensive and flexible contract administration service.
  • To maintain concise records of all transactions & administer all financial aspects of the contract (PO's, WIP, Debt, Invoices, Billing etc)
  • To monitor the helpdesk and respond to incoming calls / jobs as required
  • To assign appropriate resources (engineers) to incoming calls / jobs
  • To follow up engineers with regard to their assigned jobs & provide feedback to customers
  • To update Reactive and PPM job status on the CAFM system (Concept)
  • To produce weekly, monthly / ad-hoc reports as required
  • To assist in maintaining compliance and service records for the contract including uploading to shared drive / e-logbooks as required

Main Duties and Responsibilities :

  • To assist with the control of all financial and commercial aspects of the contract.
  • To assist in the production of supporting financial information.
  • To maintain and update both manual and computer records relating to areas for which CBRE are responsible.
  • To prepare and issue predefined reports, which form part of the contract and customer requirements.
  • To administer quality management system documentation and ensure compliance.
  • Liaise closely with the site team and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records.
  • To undertake general office duties relating to the contract including:
  1. Correspondence and filing
  2. Minutes of meetings
  3. Preparation and updating of reports and documentation (eg: Contract Review Packs, monthly customer reports, weekly flash report, training matrix, service records etc)
  4. Updating of electronic records
  5. Material ordering and administration
  6. Subcontractor's administration
  7. Raising of MA & EW purchase orders and ensuring that purchase orders are updated when changes occur.
  8. Quote logging and processing
  9. Collating timesheets from engineers, chasing and checking quality of data
  10. Contract set-up (PPM / System support)
  11. Billing application preparation
  12. Contract escalation process
  13. Organising staff training & maintaining training records
  14. Logging of hazard reports
  15. Overseeing contract finances including debt, invoice pool, OPO's etc

  • To maintain full auditable trails with - for example (but not limited to) : Invoices, timesheets, material orders and goods received notes.
  • To be responsible for the commercial support on the contract and assist in the analysis of P&Ls.
  • To carry out help desk duties as required to maintain the appropriate service levels.
  1. Monitor the helpdesk at all times between the hours of 8am & 5pm and respond to incoming calls / jobs as required.
  2. Ensure that the helpdesk / telephone is covered during all periods of absence (eg lunch)
  3. Assign appropriate resources (engineers) to incoming calls / jobs
  4. Follow up with engineers with regard to their assigned jobs & provide feedback to Supervisors, managers and customers as appropriate
  5. Update Reactive and PPM job status on the CAFM system (Concept)
  6. Provide regular reports / updates to managers, Supervisors, and team leaders on both PPMs & Reactive jobs.
  7. Produce monthly productivity and performance reports for inclusion in the monthly report
  8. Monitor Reactive jobs & PPMs against contractual SLAs / due dates and provide early warning reports to the site management to prevent any breaches.
  • To produce weekly, monthly / ad-hoc reports as required

PERSON SPECIFICATION :

Education
  • [Essential] A good basic education is essential, with at least GCSE passes in Maths and English.
  • [Desirable] Higher educational qualifications to 'A' level/HNC/D or degree would be beneficial.

Training
  • [Essential] Good PC based skills, with experience in Word/Excel and Outlook - intermediate to advance level.
  • [Desirable] PowerPoint and Access.

Experience
  • [Essential] 3 years experience in a similar role. Competent working knowledge of Microsoft packages (Word, Excel).
  • [Desirable] Background in engineering management administration.
  • [Desirable] Previous experience of a helpdesk role using CAFM (preferably Concept) software. Some financial / accounting experience would be an advantage.

Aptitudes
  • Excellent verbal & written communication skills. Sound numeracy & computer literacy.
  • Attention to detail and accuracy.
  • Excellent time management and organisational skills.
  • Able to work systematically and use own initiative.
  • Committed to continuous quality improvement.
  • Ability to work independently as well as part of a team
  • Results / task orientated.

Character :
  • Committed to the delivery of excellent customer service. Demonstrates a strong sense of customer focus, is responsive, polite and approachable with customers at all times
  • Reliable and committed.
  • Confidential and discrete approach.
  • Self-motivated. Calm manner, able to work under pressure and against rapidly changing demands and priorities.
  • Able to work as part of a multi-disciplinary team.
  • Flexible with working outside core office hours from time to time.
  • Smart / professional appearance

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