Provide support to the Facility Manager, Lead Contract Support and the Business Unit Contract Support team. Liaisons with Facility Manager and Lead Contract Support to enable the department and business unit to meet objectives in an effective and efficient manner.
Working under moderate supervision, conducts and documents moderate to complex financial analysis, financial reporting and ad hoc finance projects. Aids organization with financial functions, such as assessing, auditing, planning, budgeting, taxes, consolidation, cost control, and project control. Leads special projects and other assigned initiatives.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Compiles budgetary and fiscal data received from assigned departments to prepare revenue
balance statements and historical comparisons of departmental expenditures with requested
Evaluates and analyzes a variety of financial results and financial statements indicators.
Will be required to provide commentary such as MTD, QTD and YTD variances, as well as commentary for FY forecast.
Completes complex analysis of records of present and past operations, trends and costs, estimated and realized revenues, administrative commitments, and obligations incurred to project future revenues and expenses.
Advises management on matters, such as effective use of resources and assumptions underlying budget forecasts. Interprets budgets to management.
Prepares reports analyzing specific aspects of department structures, functions and operational procedures and recommends ways to improve efficiency and/or effectiveness.
Understand, anticipate, and deliver internal and external customer needs while building effective relationships.
Positively respond to both our internal and external customers through effective communication and personal accessibility.
Providing excellent customer service by managing client expectations and ensuring information is communicated between the team and customers.
Liaising with client on a variety of matters and attending to their needs whilst maintaining a strong working relationship.
Achieve results within quality and time restraints.
Perform with an understanding of business requirements and changes, as well as ensuring continuous improvement.
Actively participate in a diverse and effective team.
Convey messages and ideas clearly and openly.
Involve people and influence decisions.
Understand procedures and processes and operate them to the required standard. Examples of these are:
a) Site Inductions
b) Timesheets and expenses
c) Coordination of billing application, calculating margins, raising client invoices and submitting to client
d) Obtaining supplier quotes; uploading to internal system for client approval (Extra Works)
e) Raising supplier Purchase Orders for Extra Works upon client approval to perform work
f) Works closely with vendors to ensure timely submission of vendor invoicing.
g) Reviews AP invoice submissions to ensure proper coding and compliance with PO; resolving discrepancies with the vendors.
h) Processing and review of management reports: P&L, Unbilled (WIP) Report, Debt, Open PO’s & Invoice Pool
i) Reviews and follows up on monthly AR report; resolves client questions and ensures fees are collected
j) Liaising with the client regarding payment of invoices
k) Compiling of monthly Contract Review pack; liaison with Lead Contract Support
l) Logging hazards & customer feedback on the QHSE Management Portal
m) Maintaining record of onsite training gaps; coordinate with Facility Manager to ensure team members are apprised of upcoming training to ensure training is completed on time.
n) Updating of attendance planner; coordinate with Facility Manager to ensure absences are covered to ensure no gap in client service.
o) Reception cover, if applicable
p) Coordination of sub-contractor files, ensuring they are statutorily compliant with QHSE
q) Compiling of Customer Monthly Report, if applicable
r) Updating the CBRE Performance Portal, as applicable
s) Conducting supplier surveys on mySUPPLIER
t) Comprehensive spend tracking
u) Weekly review with Lead Contract Support to review WIP, Debt, Invoice Pool and Open PO status updates
v) Additional activities, as assigned
Performs other duties as assigned.
No formal supervisory responsibilities in this position. May lead project teams and/or plan staff assignments. Duties may encompass technical guidance and/or training of co-workers as well as policy development and participation in special initiatives such as modeling, system implementations or acquisition integrations.
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
Bachelor's degree (BA/BS) from a four-year college or university in a business related field plus a minimum of four years related experience.
CERTIFICATES and/or LICENSES
Excellent written and verbal communication skills.
Strong organizational and analytical skills.
Ability to provide efficient, timely, reliable and courteous service to customers.
Ability to effectively present information in written and verbal form to subordinates, customers and supervisors.
Requires strong knowledge of financial terms, concepts and accounting principles and the ability to comprehend and interpret complex financial transactions.
Ability to comprehend, analyze, and interpret complex financial information and transactions and accounting principles.
Ability to problem-solve, both independently and working as a team.
Requires strong analytical and quantitative skills.
OTHER SKILLS and ABILITIES
Strong computer skills, including specific knowledge of Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, etc.).
Broad experience with other software and financial systems is desired such as HFM Consolidation, PeopleSoft Financials and Cognos Planning.
Knowledge of real estate service industry and terminology is helpful.
Strong work ethic and adaptable.
SCOPE OF RESPONSIBILITY
Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
Must demonstrate a strong sense of customer focus.
Excellent verbal, and good basic standard of written, communication skills.
Self-motivated and systematic.
Results/ task orientated, attention to detail and accuracy.
Excellent time management and organizational skills.
Commitment to continuous improvement.
Ability to comprehend, analyze and interpret complex documents.
Ability to solve problems involving several options in situations.
Ability to work as part of a team, as well as independently.
Committed to customer service delivery.
Reliable and committed.
Confidential and discrete approach.
Calm manner, able to work under pressure and with changing demands and priorities.
Be flexible to work outside of core office hours from time to time.
Demonstrates Respect, Integrity, Service and Excellence