Contract Support - Bristol, United Kingdom - CBRE

CBRE
CBRE
Verified Company
Bristol, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Purpose Of the Job


Provide excellent operational service and support function to the AXA Insurance Facilities Management team and financial support to the account in line with CBRE and AXA core values.

Managing a dynamic helpdesk function, working within contracted SLA's and KPI's. Working closely with the Contract Support team, AXA Workplace Managers, CBRE Regional Facilities Manager and engineering team.


Client First & Innovative

  • Building positive relationships with clients, understanding and anticipating (internal and external) needs to deliver proactive and excellent continuous service
  • Be an ambassador for the CBRE RISE values and behaviours.
  • Liaising with client on a variety of matters and attending to their needs whilst maintaining a strong working relationship.
  • Positively respond to both our internal and external customers through effective communication and personal accessibility. Managing client expectations and keeping team communications continuous.
  • Ensure that all operations and procedures are carried out to the high standards at all times, including occasional site visits where required.
  • Working as a team within the Contract Support sector supporting holidays and sickness for other team members.
  • Work towards operational excellence and best talent; hitting targets with all financial responsibilities with the goal of being top performing contract within the Business unit which is scored currently using the metric leadership board
  • Champion for continuous improvement; continuously assists to positively impact the development of processes and day to day working to streamline operations and boost efficiency.
  • Carry out any other reasonable request from the Lead Contract Support and regional team.

Operational Excellence

  • Working to operational deadlines as set by the Lead Contract Support
  • Compiling of the Contract Review Pack
  • Compiling of weekly report; tracking and managing items due to age
  • Management of the helpdesk platform through SI Local/ CAFM System, Email and/or
Direct verbal communication via a member of the on-site management team for reactive and extra works requests

  • Working in conjunction with the Regional Facilities Manager (RFM) and Lead Engineer (LE) supporting the life cycle of the work order (reactive, corrective or extra works)
  • Ownership of open jobs, driving alongside the LE/ RFM for optimal streamlined efficient delivery of works
  • Working in conjunction with the regional team ensuring jobs have been correctly assigned and attended with the SLA.
  • Providing excellent service to the customer throughout the life cycle of the work order, whilst understanding and acting on client priorities for open work orders.
  • Ensuring specific and comprehensive job updates are passed to the customer via the CAFM system and verbally where appropriate.
  • Uploading job reports and all other QHSE legislative documentation to the CAFM systems to evidence job ((reactive, corrective or extra works)) completion. Such as RAMS, DRA's, Gas Safety/ Electrical Installations, Waste Transfer Notes)
  • Obtain quotes in conjunction with the regional team for any corrective/ recommend extra works
  • To attend weekly meetings with the RFM and LE to review open jobs

Financial Duties:


  • Open Purchase Orders (OPO's)
  • Management of all open purchase orders ensuring goods/services have been provided. Chase for invoices to ensure OPO's do not fall into aged category


  • Invoice Pool

  • Responsible for processing invoices daily and dealing with invoice enquiries before invoices become overdue.
  • Management of WIP report, chasing contractors and ensuring jobs do not fall into aged category.
  • Support of engineer team; Creating and submitting timesheets, raising purchase orders for PPE/ tools etc
  • WIP (works in progress) Report ensuring WIP report is continuously managed and service orders do not fall into aged categories.
  • Manage the Web Quote system, uploading quotes for approval, updating the status of jobs and liaising with RFM and Engineering team to obtain necessary information.
  • Raising purchase orders, maintaining purchase orders, processing supplier invoices and resolving any queries
  • Compiling and reporting the monthly forecasts and billing results
  • Ensuring that there are no outstanding POs, and all POs are reconciled at the end of the customer financial year.

Person Specification

  • Must demonstrate a strong sense of customer focus.
  • Excellent verbal, and good basic standard of written, communication skills.
  • Proactive, selfmotivated and systematic.
  • Results/ task orientated, 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
  • Essential
  • Excellent PC based skills, with experience in Word/Excel and Outlook intermediate to advance level.
  • Desirable
  • CAFM systems/Facilities experience

Benefits:

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