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GWS-Local Contract Support Facilities Coordinator

Company: CBRE
Location: Los Angeles
Posted on: January 16, 2022

Job Description:

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 SUMMARYLiaisons with Facility Manager to enable the department and business unit to meet objectives in an effective and efficient manner.ESSENTIAL DUTIES AND RESPONSIBILITIESUnderstand, 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:a) Site Inductionsb) Timesheets and expensesc) Coordination of billing application, calculating margins, raising client invoices and submitting to clientd) 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 workf) 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 POs & Invoice Pooli) Reviews and follows up on monthly AR report; resolves client questions and ensures fees are collectedj) Liaising with the client regarding payment of invoicesk) Compiling of monthly Contract Review pack; liaison with Lead Contract Supportl) Logging hazards & customer feedback on the QHSE Management Portalm) 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 applicablep) Coordination of sub-contractor files, ensuring they are statutorily compliant with QHSEq) Compiling of Customer Monthly Report, if applicabler) Updating the CBRE Performance Portal, as applicables) Conducting supplier surveys on mySUPPLIER, JDE, P2P,Coupa, MS Dynamics, Zycust) Comprehensive spend trackingu) Weekly review with Lead Contract Support to review WIP, Debt, Invoice Pool and Open PO status updatesv) Additional activities, as assignedAchieve 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.QUALIFICATIONSTo 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 EXPERIENCEHigh school diploma or general education degree (GED) required. Minimum of two years of related experience and/or training.CERTIFICATES and/or LICENSESNoneCOMMUNICATION SKILLSAbility 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.FINANCIAL KNOWLEDGERequires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.REASONING ABILITYAbility to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.OTHER SKILLS and/or ABILITIESBasic skills with Microsoft Office Outlook. Physical requirements include stooping, standing, walking, climbing stairs and ladders and ability to lift and carry heavy loads of 50 lbs. or more.SCOPE OF RESPONSIBILITYDecisions 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.Highschool Diploma/GED

Keywords: CBRE, Los Angeles , GWS-Local Contract Support Facilities Coordinator, Other , Los Angeles, California

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