GWS Local is a tailored facility management solution at a local level with access to the Global CBRE GWS platform. We manage soft services through trusted best in class partners, and self-delivery of hard services. Utilizing an AGILE delivery model with structure, governance, and accountability through employee empowerment. Partnership with Local also provides access to our “Best in Class” additional services: Sustainability and Energy Programs, Project Management, Moves & Changes, Security Consulting, Workplace Strategy, and Host Workplace Experience.
JOB SUMMARY
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.
ESSENTIAL DUTIES AND RESPONSIBILITIES
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.
Understand procedures and processes and operate them to the required standard. Examples of these are:
- Site Inductions
- Timesheets and expenses
- Coordination of billing application, calculating margins, raising client invoices and submitting to client
- Obtaining supplier quotes; uploading to internal system for client approval (Extra Works)
- Raising supplier Purchase Orders for Extra Works upon client approval to perform work
- Works closely with vendors to ensure timely submission of vendor invoicing.
- Reviews AP invoice submissions to ensure proper coding and compliance with PO; resolving discrepancies with the vendors.
- P&L, Unbilled (WIP) Report, Debt, Open PO’s & Invoice Pool
- Reviews and follows up on monthly AR report; resolves client questions and ensures fees are collected
- Liaising with the client regarding payment of invoices
- Compiling of monthly Contract Review pack; liaison with Lead Contract Support
- Logging hazards & customer feedback on the QHSE Management Portal
- 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.
- Updating of attendance planner; coordinate with Facility Manager to ensure absences are covered to ensure no gap in client service.
- Reception cover, if applicable
- Coordination of sub-contractor files, ensuring they are statutorily compliant with QHSE
- Compiling of Customer Monthly Report, if applicable
- Updating the CBRE Performance Portal, as applicable
- Conducting supplier surveys on mySUPPLIER, JDE, P2P,Coupa, MS Dynamics, Zycus
- Comprehensive spend tracking
- Weekly review with Lead Contract Support to review WIP, Debt, Invoice Pool and Open PO status updates
- Additional activities, as assigned
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.
To carry out any reasonable request from management.
