CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Facilities Assistant to join the team located in London. The successful candidate will provide administrative support to the Facilities Management team. The successful candidate will receive training and support to develop their career in Facilities Management. Please note: This role is a hybrid role with 4 days in office & 1 day working from home. Job Purpose: To provide exceptional customer service and comprehensive financial and administrative services to the client and the contract. In order to be successful in the role it is key that the Contract Support understands procedures, processes and operates them to the required standards. Key Tasks: Contract Identify and help drive implementation of savings opportunities to ensure customer and GWS financial savings targets are maximized. Drive high quality commercial performance through understanding the contractual commitments, better buying and use of preferred suppliers. Compiling of the Contract Review Business Unit pack Conducting supplier surveys on MySupplier Compiling of the Customer Monthly Management Report Liaising with the client regarding payment of invoices Site inductions Helpdesk: including but not limited to; logging, distributing and closing of reactive calls on desired system. Continually develop systems to maximize efficiency benefits for the customer and GWS. Update labour allocations to ensure accurate client reporting PPM Scheduling using CAFM system. Create Outstanding Daily reports every morning and Daily Summary at the end of the day. Creating reports, for e.g. Engineer's job on excel sheet, Airdale reports, COGNOS reports for management. Organising Nameplate's distribution to clients. Chasing engineers and all departments daily, to ensure all jobs are being completed within SLA. Raising access permits for contractors. Finance Support the preparation and delivery of monthly Contract Reviews. Co-ordination of the billing application, calculating margins, raising invoices and submitting to client Chasing of debt to keep within contractual terms Reviewing open Purchase Orders Reporting on In Scope and Out of Scope works Policy and procedure compliance Processing supplier invoices and resolving any queries Quality Co-ordination of sub-contractor files, ensuring they are statutorily compliant with QHSE requirements Reporting and management of work management system Logging hazards & customer feedback on the QHSE Management Portal Subcontractor reviews Log books compliance Maintain e-Logbooks People Timesheets Organising training for the team Updating of the team attendance planner Arranging agency cover and submitting hours on portal Culture carrier and promotes best practice Other Obtaining supplier quotes and uploading onto the internal system for client approval Maintaining the stationery supply Updating Portals as and when required Constantly improve quality, service and efficiency. Success Measures Success in this role will be measured through defined targets as follows: Achievement of Business Unit / Contract KPIs in line with business requirements Person Specification: Education: General Education GCSE, minimum 5 at pass levels required. Desirable- A levels/degree Skills: Reliable and conscientious worker willing to learn and develop new skills and adapt to new working environments, ideally interested in FM. Strong PC skills, MS Office Self-motivated and resourceful Good administrative skills Well organised and good prioritisation and planning skills All services are delivered in a confident and efficient manner Service orientated attitude combined with innovative thinking and the willingness to learn more about FM. Good General Knowledge on Excel, Word and Emails Self-motivated with good written and verbal communication skills IT literate with strong experience of working with Microsoft Word, Excel and Powerpoint software Able and flexible handling a wide variety of items daily Ability to work under pressure Able to communicate with all levels of staff in a polite and efficient manner Strong proven Customer Service experience Ability to prioritise workload to effectively meet deadlines Knowledge: Knowledge and awareness of the Service projects and facilities management industry Experience: Administration and customer services experience with the ability to communicate at all levels Been a part of a high-performing team. Aptitude: Customer focus skills with a passion for customer service. Effective communication skills enabling the individual to work with clients, suppliers, and staff at all levels Self-motivated and ambitious Results/ task orientated, with attention to detail and accuracy Excellent time management and organisational skills Commitment to continuous improvement Ability to work as part of a team, as well as independently Calm manner, able to work under pressure and with changing demands and priorities Confidential and discrete approach Circumstances: The individual must be willing to undertake travel as the role/business requires 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