London - England - United Kingdom of Great Britain and Northern Ireland
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 and will receive training and support to develop their career in Facilities Management. This role is hybrid with 4 days in the office and 1 day working from home.
Overview
Job Purpose: To provide exceptional customer service and comprehensive financial and administrative services to the client and the contract. The Contract Support should understand procedures, processes and operate them to the required standards.
Responsibilities
* Contract
o Identify and drive savings opportunities to maximize customer and GWS financial savings targets.
o Drive high quality commercial performance through understanding contractual commitments, better buying and use of preferred suppliers.
o Compile the Contract Review Business Unit pack.
o Conduct supplier surveys on MySupplier.
o Compile the Customer Monthly Management Report.
o Liaise with the client regarding payment of invoices.
o Deliver site inductions.
o Helpdesk: log, distribute and close reactive calls on the desired system.
o continually develop systems to maximise efficiency benefits for the customer and GWS.
o Update labour allocations to ensure accurate client reporting.
o PPM Scheduling using CAFM system.
o Create Outstanding Daily reports each morning and Daily Summary at the end of the day.
o Create reports (e.g., Engineer’s job on Excel, Airdale reports, COGNOS reports for management).
o Organise Nameplate distribution to clients.
o Follow up with engineers and all departments daily to ensure all jobs are completed within SLA.
o Raising access permits for contractors.
* Finance
o Support the preparation and delivery of monthly Contract Reviews.
o Coordinate the billing application, calculate margins, raise invoices and submit to client.
o Chase debt to maintain contractual terms.
o Review open Purchase Orders.
o Report on In Scope and Out of Scope works.
o Policy and procedure compliance.
o Process supplier invoices and resolve queries.
* Quality
o Coordinate sub-contractor files to ensure statutory compliance with QHSE requirements.
o Manage work management system reporting.
o Log hazards and customer feedback on the QHSE Management Portal.
o Subcontractor reviews and log books compliance.
o Maintain e-Logbooks.
* People
o Prepare timesheets and organise training for the team.
o Update the team attendance planner and arrange agency cover, submitting hours on portal.
o Act as a culture carrier and promote best practice.
* Other
o Obtain supplier quotes and upload onto the internal system for client approval.
o Maintain stationery supply and update portals as required.
o Constantly improve quality, service and efficiency.
* Success Measures
o Achievement of Business Unit / Contract KPIs in line with business requirements.
Qualifications and Skills
* Education– General Education GCSEs, minimum 5 passes. Desirable: A levels/degree.
* Skills– Reliable and conscientious, willing to learn; strong PC skills (MS Office); self-motivated and resourceful; good administration; well organised with strong prioritisation and planning; service-oriented with innovative thinking; comfortable with Excel, Word and emails; IT literate with experience in Word, Excel and PowerPoint; able to communicate with all levels; proven customer service experience; ability to prioritise workload to meet deadlines.
* Knowledge– Awareness of the service projects and facilities management industry.
* Experience– Administration and customer services experience with ability to communicate at all levels; experience as part of a high-performing team.
* Aptitude– Customer focus, effective communication with clients, suppliers and staff; self-motivated and ambitious; results and task-oriented with attention to detail; excellent time management; continuous improvement mindset; able to work in a team or independently; calm under pressure; confidential and discreet.
* Circumstances– Willing to undertake travel as required by the role.
Why CBRE
When you join CBRE, you become part of a global leader in commercial real estate services and investment. We value diverse perspectives and offer opportunities to chart your own course and realize your potential. We welcome all applicants.
Application and AI Disclosure
Applicant AI Use Disclosure– We value human interaction to understand each candidates 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.
Job Details
* Seniority level: Entry level
* Employment type: Full-time
* Job function: Management and Manufacturing
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