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Workplace Coordinator (Contract Support)

  • Location

    London

  • Sector:

    Trade / Retail

  • Job type:

    Permanent

  • Salary:

    Not Specified

  • Job ref:

    29126

  • Published:

    1 day ago

  • Expiry date:

    2023-06-02

  • Client:

    CBRE

Job Description

The purpose of the Workplace Coordinator role is to support the Workplace Contract Manager and the wider account team in providing a comprehensive and flexible contract support and administration service to the BT Better Workplace Account, maintaining concise records of all CBRE transactions and liaising regularly with client representatives. It's about detail, best practice, knowing what good looks like and then raising the bar. Key responsibilities are as follows:

  • To plan and prioritise own work allocation according to the needs of the site as determined by the Workplace Contract Manager

  • To assist with the control of all financial and commercial aspects of contract. Producing and guiding on P&L reports and effective management of WIP and Debt.

  • To assist in the production of supporting financial information.

  • To maintain and update both manual and computer records relating to areas of which CBRE are responsible.

  • To prepare and issue predefined reports, which form part of the contract and customer requirement.

  • 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: o Correspondence and filing o Minutes of meetings o Preparation of reports and documentation o Updating of electronic records o Material ordering and administration o Subcontractor's administration o Raising purchase orders and ensuring that purchase orders are updated when changes required. o Production of valuations and presentation of results o Contract renewal documentation o Production of short-range plan information o Quote logging and processing o Collating timesheets from engineers, chasing and checking quality of data o Contract set-up (PPM / System support) o Application billing preparation o Contract escalation process

  • Collating event documentation, labour and costings for both major and minor events.

  • Attending client meetings.

  • Updating Health & Safety database system (Hazard Reporting).

  • To enable 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 through to final account.

  • To liaise with the helpdesk administrators and systems and provide cover when required.

  • Support the FM in providing administrative support as required.

  • Carry out any reasonable management request as required.

Candidate Description

  • Previous facilities management experience, ideally in a contract administration role.

  • Organised, able to prioritise and deliver within high pressure, business critical environments.

  • Excellent communication and customer service skills with a high level of attention to detail.

  • Ability to seek out opportunities for continuous improvement and portray vision, values and passion.

  • Ability to define problems, collect data, establish facts, and draw valid conclusions.

  • Exceptional written and verbal communication skills, including accurate grammar and business correspondence knowledge.

  • Ability to successfully multitask and able to adjust tasks in accordance with changing deadlines and priorities in a high-pressured environment.

  • Organised, independent and self-motivated, enthusiastic, dependable, detail-oriented, flexible in scheduling and prioritisation.

  • Exceptional interpersonal skills to maintain positive internal and external relationships.

  • Pro-active and enjoys working autonomously and as part of a wider team.

  • Flexible approach to work.

  • Understands and appreciates the importance of using discretion at all times.

  • Team player who works effectively with colleagues and clients.

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

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

Employer Description

London - England - United Kingdom of Great Britain and Northern Ireland Global Workplace Solutions is a division of CBRE providing integrated solutions across large multi-discipline property portfolios. We are an organisation that has people at the heart of its culture and our aim for this account is to deliver an exceptional service to BT. Our BT Workplace team provide a full range of building maintenance services to their 7,000 buildings in the UK, from commercial offices and telephone exchanges to call centres and retail shops. We encourage new ways of working, driving innovation, whilst always living to our RISE values. Respect Integrity Service Excellence, 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.