Contract Support Associate

at  CBRE

JOB SUMMARY

The purpose of this role is to provide operational and financial support to the Account Leader and their team. The individual reports to the Account Leader or, on larger, more complex accounts, operates within a team and reports to a Lead Contract Support. This individual will require strong interpersonal skills, financial acumen, and the ability to work autonomously to drive results within the account.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

High School Diploma/GED required, with 2-4 years of experience in contract management, client care at financial institutions or similar background, preferred

OTHER SKILLS AND ABILITIES

• Experience in a financial setting working with billing and payables; prior experience using a financial system; and, the ability to use Microsoft Excel.
• Be a self-starter: willing to initiate communications with vendors/internal clients and follow up until desired result is achieved.
• Requires good organizational skills, attention to detail and an openness to new ideas and procedures. Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Account Governance & Administration:
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- Ensure consistent delivery of core operational and financial outputs on the account
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- Support Account Leader with compilation of monthly Account Review pack
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- Compile monthly client reporting
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- Perform with an understanding of business requirements and changes, ensuring continuous improvement
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- Assist with timesheets and expenses reports
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- Challenge coordinating team’s ability to drive productivity and results
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- Support People Engagement and Accounts DE&I objectives; Promote and maintain CBRE culture throughout Account team
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- Other duties may be assigned
Commercial/Financial
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- Understand the contract, including scope and terms & conditions
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- Financial and operational systems champion/administrator
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- Invoice monthly/quarterly maintenance billing and projects as per contracted agreements in a timely manner
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- Ensure that extra works jobs are issued in a timely manner and at the correct gross marginCreate purchase orders for one-off maintenance, extra works, and projects in line with company requirements
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- Respond to weekly inquires on financial reports for Accounts Receivable, Invoice Pool (Accounts Payable), WIP, and Open POs
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- Work with the Account Leader to help improve the financial standards of the contract that are measured against monthly key performance indicators
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- Maintain specificity and accuracy in reporting to showcase best practicesSupply Chain & Vendor Coordination
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- Coordination of vendors for reactive and planned works
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- Coordination of sub-contractor paperwork, ensuring they are compliant with QHSE requirements
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- Onboarding new vendors to the financial system
Workflow & CMMS Administration:
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- Systems administrator for: CMMS, WebQuote, Dynamics/PeopleSoft, eLogbooks etc. where applicable on account
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- Raise, dispatch, monitor, and report on work orders
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- Coordinate & process quotations for extra works
Helpdesk & Customer Service
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- First point of contact for requests
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- Process calls, emails, and work requests
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- Log and monitor complaints and escalations
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- Coordinate CBRE & vendor resources

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance, and/or training to coworkers. May coordinate and assign tasks to co-workers within a work unit and/or project.