Contract Support Associate/ Facilities Coordinator: Boston, MA Job ID 177918 Posted 31-Oct-2024 Service line GWS Segment Role type Full-time Areas of Interest Accounting/Finance, Administrative, Sales & Leasing Location(s) Boston - Massachusetts - United States of America Global Workplace Solutions (GWS) - Local is a hard services-led, tailored facility management solution. We self-perform hard services while partnering with best-in-class soft service providers to offer custom facility and project management solutions to our clients. We focus on empowering our team with a high-level of downstream accountability resulting in an agile and efficient service delivery. In addition to our core facility and project management capabilities, our platform offers direct access to our Best-in-Class services including ESG, Security Consulting, Workplace Strategy, and Workplace Experience. **About the role** **Job Summary** The purpose of this role is to provide operational and financial support to the Account Leader and their team. Reports to the Account Leader, or on larger more complex accounts, operates within a team and reports to a Lead Contract Support. This induvial will require strong inter-personal skills, financial acumen and the ability to work autonomously to drive results within the account. **What you’ll do** **Essential Duties and Responsibilities** Account Governance & Administration: •Ensure consistent delivery of core operational and financial outputs on the account •Support Account Leader with compilation of monthly Account Review pack •Compile monthly client reporting •Perform with an understanding of business requirements and changes, ensuring continuous improvement •Assist with timesheets and expenses reports •Challenge coordinating team's ability to drive productivity and results •Support People Engagement and Accounts DE&I objectives; Promote and maintain CBRE culture throughout Account team •Other duties may be assigned Commercial/Financial: •Understand the contract, including scope and terms & conditions •Financial and operational systems champion/administrator •Invoice monthly/quarterly maintenance billing and projects as per contracted agreements in a timely manner •Ensure that extra works jobs are issued in a timely manner and at the correct gross margin •Create purchase orders for one-off maintenance, extra works, and projects in line with company requirements •Respond to weekly inquires on financial reports for Accounts Receivable, Invoice Pool (Accounts Payable), WIP, and Open POs •Work with the Account Leader to help improve the financial standards of the contract that are measured against monthly key performance indicators •Maintain specificity and accuracy in reporting to showcase best practices Supply Chain & Vendor Coordination •Coordination of vendors for reactive and planned works •Coordination of sub-contractor paperwork, ensuring they are compliant with QHSE requirements •Onboarding new vendors to the financial system Workflow & CMMS Administration: •Systems administrator for: CMMS, WebQuote, Dynamics/PeopleSoft, eLogbooks etc. where applicable on account •Raise, dispatch, monitor, and report on work orders •Coordinate & process quotations for extra works Helpdesk & Customer Service •First point of contact for requests •Process calls, emails, and work requests •Log and monitor complaints and escalations •Coordinate CBRE & vendor resources QHSE: •Assist the Account Leader in ensuring compliance with Health & Safety requirements, including HSE reporting and promoting a safe working environment Supervisory Responsibilities No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance, and/or training to coworkers. May coordinate and assign tasks to co-workers within a work unit and/or project. **What you’ll need** **Qualifications** 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. **Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future** . Education and Experience High School Diploma/GED required 2+ years of experience in contract management, client care at financial institutions or similar background, preferred Certificates and/or License None. Communication Skills Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. Reasoning Ability Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills. Financial Knowledge Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. Other Skills and Abilities Experience in a financial setting working with billing and payables; prior experience using a financial system; and, the ability to use Microsoft Excel. Be a self-starter: willing to initiate communications with vendors/internal clients and follow up until desired result is achieved. Requires good organizational skills, attention to detail and an openness to new ideas and procedures. Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. Scope of Responsibility Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor Key Relationships Reports to the Account Leader or Lead Contract Support with a dotted line to the Business Operations Manager Partners closely with Finance & Contract Support Manager, Area General Managers, and Business Operations Manager **Why CBRE?** We lead by example, guided by the needs of the cities we inhabit, the communities we build, and the world we live in. The more perspectives we have, the more dimensions we’re able to see. A culture of respect, integrity, service, and excellence shapes our approach to every opportunity. Our competitive and comprehensive benefits program was designed to make sure you feel valued with benefits that support the mental, physical, emotional, and financial health of you and your family. Maintain your career momentum with the best tools and training in the industry. You’ll have everything you need to thrive in your role: challenging work, dedication to results, fast-paced assignments, and a culture of constant learning. Diversity, equity, and inclusion (DE&I) are more than just values- they’re a competitive advantage. By crafting a place where our employees are recognized for their contribution and given a chance to grow, we regularly open ourselves and our business opportunities. Massachusetts Residents: CBRE carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience. The minimum salary for the Contract Support Associate position is $48,000 annually and the maximum salary for the Contract Support Associate position is $60,000 annually. The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience. **Equal Employment Opportunity:** CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law. **Candidate Accommodations:** CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company’s success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at recruitingaccommodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada). **NOTE:** Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter. 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. Find out more (https://www.cbre.com/real-estate-services/directory/global-workplace-solutions) CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)