Business Unit • Understand, anticipate and deliver the needs of the BU. Use this knowledge to anticipate requirements and proactively put measures in place and communicate effectively. • Build customer relationships and demonstrate added value of CBRE Business Unit central support. • Drive high quality commercial performance through understanding the contractual commitments, better buying and use of preferred suppliers. • Promote the use of PowerBI reports within the Business Unit to proactively manage operational KPI’s, including work order profitability, GRNI, UBR/UER, aged unreceipted open purchase orders, exception pool, preferred supplier usage, etc. • Set up and lead meetings with Contract Managers and Contract Support meeting the regular cadence of Business. • Monitor submission of weekly timesheets to both Payroll and MyFinance. • Ensure the BU Contract Support team are aware of all deadlines and that these are achieved. • Review these reports to identify development areas and put actions in place to remediate • Anticipate any potential issues and support and implement solutions where necessary. • Convey messages and ideas clearly and openly. Involve people and influence decisions. • Support the preparation and delivery of Business Unit Reviews via AIQ. • Ensuring business policies and processes are effectively communicated and implemented within the Business Unit. People • Provision of leadership and guidance, advice, coaching and direct support to the existing BU Contract Support team. Regular onsite support provided, prioritising those most in need. • Take the lead in Contract Support meetings and keep the team abreast of any updates or developments as required. • Support F&CSM in recruitment of new Contract Support. • Enroll all new starters on mandatory Local FM onboarding training. Provide additional induction and training of new Contract Support to understand the contract/Business Unit requirements and expectations. • Set out early the development plan and expectations and manage the development of new starters. • Lead the team performance through motivation and commitment. • Conduct Appraisals annually and Personal Development Plans as and when required • Act as cover for onsite contract support for any absence/short-term support. • Manage time adequately to allow sufficient time to offer onsite support to Contract Support and Contract Managers. • Achieve results within quality and time restraints. • Actively participate in a diverse and effective team. • Solve Contract Support queries quickly and efficiently. • Share best practice, innovation and culture carrier. Finances • Manage the Contract Support Team in the production of billing application, calculating margins, raising invoices and submitting to client. • Support Head of Projects raise sales invoices • Support F&CSM track Business Unit billing. • Manage the Contract Support Team control key financial metrics ahead of Month End Close, communicating clear targets and expectations. • Assist F&CSM complete month end close – review work order profitability, past due unreceipted PO’s, run contract P&L reports, support understanding and correction of unposted AP reconciling item, etc. • Manage Business Unit overheads, managing purchase orders, receipting and settlement of supplier invoices as required. • Review and manage the weekly BU KPI reports and commentary. • Identify BU weaknesses; suggest and implement improvement plans. • Perform with an understanding of business requirements and changes, and ensuring • continuous improvement. • Meet key deadlines set. Quality • Familiar with daily operations and the scope of the contracts in the Business Unit. • Monitor Business Unit annual subcontractor purchase orders, confirm that they are raised in line with OP18, any gaps are proactively identified and remediation plan in place. • Ensure use of Preferred Suppliers is maximized and best practice “better buying” is in place. • Monitor usage of Preferred Supplier usage. • Manage CAFM system as super/key user in the Business Unit, awareness and ability to support managing PPM records, reactives and reporting as required. • Ensure CBRE systems (web quote, eLogbook’s, QHSE, etc.) are in use and kept up to date. • Support the mobilization of new contracts. • Share best practice. Building relationships • Build and develop relationships with key business and account stakeholders, customers and external agencies. • Positively respond to both our internal and external customers (often in a matrix environment) through effective communication and personal accessibility/credibility. Policy and Procedures • Ensure company policies and procedures are adhered to consistently throughout the Business Unit Contract Support Team. • Deliver the accuracy and integrity of accounting records and financial systems, identify opportunities to enhance system efficiencies. • Demonstrate knowledge of procedures and processes and deliver these to the required standard. • Deliver and maintain compliance through the required procedures and processes through the BU Contract Support Team.
Education • Hold academic passes with at least GCSE Maths and English or equivalent. • Higher educational qualifications to ‘A’ level • Higher educational qualifications to degree (or equivalent) Skills • Highly computer literate • IT Skills to achieve key tasks and give the business a sound reporting base. • Superior written and verbal communication skills with strong oral presentation skills. • Capable of working in a matrix environment. • Organised and open to new ways of working to challenge inefficiencies • Formal training in the use of Excel, Word and presentation software packages Knowledge • Thorough understanding of business and customer-facing environments. • Understands the requirements of operating in a contract environment. • Understands the requirements of operating in a contract environment Experience • Previous experience of a service industry role • Been a part of a high-performing team. • Management skills to maximise the performance of staff working directly for them and others • Operating systems such as Peoplesoft (myFinance) and Coupa (myBuy) Aptitude • Customer focus skills with a passion for customer service. • Effective communication skills enabling the individual to work with clients, suppliers, and staff at all levels • Self-motivated and ambitious • Results/ task orientated, with 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 • Calm manner, able to work under pressure and with changing demands and priorities • Confidential and discrete approach Circumstances • The individual must be willing to undertake travel as the role/business requires Success Profile • Understanding customer needs • Responsiveness • Competence to deliver • Accessibility • Innovation
