Job ID 65307 Posted 10-May-2022 Service line GWS Segment Role type Full-time Areas of Interest Administrative, Building Management, Facilities Management Location(s) Athens - Attiki - Greece Purpose of the job : oTo provide a comprehensive and flexible contract administration service.
oTo maintain concise records of all transactions & administer all financial aspects of the contract (PO’s, WIP, Debt, Invoices, Billing etc)oTo monitor the helpdesk and respond to incoming calls / jobs as requiredoTo assign appropriate resources (engineers) to incoming calls / jobsoTo follow up engineers with regard to their assigned jobs & provide feedback to customersoTo update Reactive and PPM job status on the CAFM system (Concept)oTo produce weekly, monthly / ad-hoc reports as requiredoTo assist in maintaining compliance and service records for the contract including uploading to shared drive / e-logbooks as required Main Duties and Responsibilities : 1To assist with the control of all financial and commercial aspects of the contract.
2To assist in the production of supporting financial information. 3To maintain and update both manual and computer records relating to areas for which CBRE are responsible.
4To prepare and issue predefined reports, which form part of the contract and customer requirements.5To administer quality management system documentation and ensure compliance.
6Liaise closely with the site team and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records.
7To undertake general office duties relating to the contract including : oCorrespondence and filingoMinutes of meetingsoPreparation and updating of reports and documentation (eg : Contract Review Packs, monthly customer reports, weekly flash report, training matrix, service records etc)oUpdating of electronic recordsoMaterial ordering and administrationoSubcontractor’s administrationoRaising of MA & EW purchase orders and ensuring that purchase orders are updated when changes occur.
oQuote logging and processingoCollating timesheets from engineers, chasing and checking quality of dataoContract set-up (PPM / System support)oBilling application preparationoContract escalation processoOrganising staff training & maintaining training recordsoLogging of hazard reportsoOverseeing contract finances including debt, invoice pool, OPO’s etc 8To maintain full auditable trails with - for example (but not limited to) : Invoices, timesheets, material orders and goods received notes.
9To be responsible for the commercial support on the contract and assist in the analysis of P&Ls.10To carry out help desk duties as required to maintain the appropriate service levels.
oMonitor the helpdesk at all times between the hours of 8am & 5pm and respond to incoming calls / jobs as required.oEnsure that the helpdesk / telephone is covered during all periods of absence (eg lunch) oAssign appropriate resources (engineers) to incoming calls / jobsoFollow up with engineers with regard to their assigned jobs & provide feedback to Supervisors, managers and customers as appropriateoUpdate Reactive and PPM job status on the CAFM system (Concept)oProvide regular reports / updates to managers, Supervisors, and team leaders on both PPMs & Reactive jobs.
oProduce monthly productivity and performance reports for inclusion in the monthly reportoMonitor Reactive jobs & PPMs against contractual SLAs / due dates and provide early warning reports to the site management to prevent any breaches.
11To produce weekly, monthly / ad-hoc reports as required Objectives and Measures : Health & Safety : oHazard Reports logged weekly Measure : QHSE database / Contract Review Quality & Compliance : oTraining Matrix up to dateMeasure : Training matrix / Contract ReviewoAttendance planner up to dateMeasure : Holiday ChartoPPM scheduler up to dateMeasure : OP18 / OP61 / AGM / QHSE auditoService sheets logged Measure : E-logbooks / logbook folders oContract Review pack updated Measure : CR pack available on time oWeekly Flash report updated Measure : Flash report issued weeklyoOps minutes updated Measure : Ops minutes issued fortnightlyoClient KPIs updated Measure : KPIs issued monthly Financial, Commercial and Budgetary : oAll POs clearly define scope, quantity and costsMeasure : No returned / rejected POsoEW Margin report completedMeasure : Monthly Margin report completed oKPI report completedMeasure : Monthly KPIs / Contract ReviewoAbsence recorded accuratelyMeasure : Bradford Factor / Contract ReviewoTimesheets entered weeklyMeasure : Timesheets on DynamicsoInvoice Pool
30 days (without justification). Measure : Weekly WIP report-No UNPAID WIP >
30 days (without justification). Measure : Weekly WIP report PERSON SPECIFICATION : Education Essential - A good basic education is essential, with at least GCSE passes in Maths and English.
Desirable - Higher educational qualifications to A’ level / HNC / D or degree would be beneficial. Training Essential - Good PC based skills, with experience in Word / Excel and Outlook intermediate to advance level.
Desirable - PowerPoint and Access. Experience Essential - 3 years experience in a similar role. - Competent working knowledge of Microsoft packages (Word, Excel).
Desirable - Background in engineering management administration. Desirable - Previous experience of a helpdesk role using CAFM (preferably Concept) software.
Some financial / accounting experience would be an advantage. Aptitudes Excellent verbal & written communication skills. Sound numeracy & computer literacy.
Attention to detail and accuracy.Excellent time management and organisational skills.Able to work systematically and use own initiative.
Committed to continuous quality improvement.Ability to work independently as well as part of a teamResults / task orientated.
Character : Committed to the delivery of excellent customer service. Demonstrates a strong sense of customer focus, is responsive, polite and approachable with customers at all timesReliable and committed.
Confidential and discrete approach.Self-motivated. Calm manner, able to work under pressure and against rapidly changing demands and priorities.
Able to work as part of a multi-disciplinary team. Flexible with working outside core office hours from time to time.Smart / professional appearance CBRE GWS CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance.
Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions.
Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform.
CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.