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