BU Lead Contract Support

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