Lead Contract Support

Lead Contract Support
Job ID
158414
Posted
12-Mar-#####
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Administrative, Facilities Management
Location(s)
London - England - United Kingdom of Great Britain and Northern Ireland
Job Purpose:
To provide exceptional leadership, understand, anticipate and deliver customer needs, (internal and
external), whilst building effective relationships. Positively respond to both our internal and external
customers through effective communications and personal accessibility. Provide customer service and comprehensive financial and administrative services to the client and the overall contract. In order to be successful in the role, it is key that the Lead Contract Support understands procedures, organisation policies and operates them to the required organisation standards
Key Tasks:
Contract
• Identify and help drive implementation of savings opportunities to ensure customer and GWS
financial savings targets are maximized.
• Lead the Contract Support Team to ensure that objectives and contractual deadlines are
met.
• Lead and provide support to the Contract Support team with the raising of Job numbers,
Purchase Orders and Billing preparation.
• Influence and ensure that Contract Support Team work to the required standard.
• Drive high quality commercial performance through understanding the contractual,
commitments, better buying and use of preferred suppliers.
• Convey messages and ideas clearly and openly. Involving people and influence
decisions.
• Compiling of the Contract / Business Review / Business Unit pack.
• Conducting supplier surveys on MySupplier.
• Compiling of the Customer Monthly Management Report.
• Liaising with the client regarding payment of invoices.
• Site inductions.
• Helpdesk: including but not limited to; logging, distributing and closing of reactive calls
on desired system.
• Continually develop systems to maximize efficiency benefits for the customer and GWS.
• Update labour allocations to ensure accurate client reporting.
• Support the client with, adhoc admin duties.
• Ensure the use of Preferred Suppliers is maximised and best practice "better Buying" is in place.
• Familiar with daily operations and the specific scope of the contract, e.g which services are
covered, and which are chargeable.
Finance
• Support the preparation and delivery of monthly Contract Reviews.
• Co-ordination of the billing application, calculating margins, raising sales invoice and complete
billing in line with contract plan in a timely manner and submitting to client.
• Complete monthly billing with accuracy and in a timely manner (Projects / EW / Maintenance)
• Chasing of debt to keep within contractual terms.
• Creation and review of management reports such as P&L, WOM, Unbilled Revenue, Debt,
OPO's / Un-receipted PO's and Invoice Pool.
• Weekly report submission with commentary to include WOM, Unbilled Revenue, Debt, Invoice
Pool and OPO / Unreceipted PO's updates.
• Raising Purchase Orders accurately.
• Weekly reviewing of Open Purchase Orders.
• Lead and collaborate with suppliers to prevent delay with payment of invoices.
• Understand and ensure that Policy and procedure are adhered to ensure compliance.
• Processing supplier invoices and resolving any queries.
• Comprehensive spend tracking.
• Conduct weekly meetings with Contract Support Team to ensure all are on track with Finance
queries (Invoice Pool, Open Purchase Orders Adged Debt)
• Reporting on In Scope and Out of Scope works.
• Drive high quality financial performance to influence P&L result.
• Ad-hoc reporting as requested by Business Unit or Business/Finance.
Quality
• Co-ordination of sub-contractor files, ensuring they are statutorily compliant with QHSE
requirements.
• Actively identify / implement innovation across the contract and enhance performance and
continue to meet client expectation.
• Perform with an understanding of business requirements, changes, and ensuring continuous
improvement.
• Reporting and management of work management system.
• Logging hazards & customer feedback on the QHSE Management Portal and reporting.
• Subcontractor reviews.
• Log-books compliance.
• Maintain eLogbooks.
People
• Lead the Contract Support on site and ensure help is provided with any work-related issues.
• Lead the Contract Support Team, delegate and manage delegation of tasks.
• Promote and maintain CBRE Culture through -out the account team.
• Complete all assigned training in a timely manner and ensure the team have completed theirs.
• Timesheets - Collate, review, and accurately process weekly Overtime, including updating
financial trackers, 'applying attention to detail'.
• Communicate effectively and build / maintain relationships at all levels with both internal and
external customers.
• Attend regular role specific meetings and share best practice.
• Holiday Planners. - ensure holiday planner is kept updated.
• Training Matrix. - ensure training matrix is kept updated.
• On / Off Boarding - ensure that account staff listing / Org chart is updated.
• Organising training for the team.
• Updating of the team attendance planner and mandatory weekly task list.
• Arranging agency cover and submitting hours on portal.
• Culture carrier and promotes best practice.
Other
• Obtaining supplier quotes and uploading onto the internal system for client approval.
• Maintaining the stationery supply.
• Reception cover, if applicable.
• Updating Portals as and when required.
• Constantly improve quality, service, and efficiency.
Person Specification
Education
Hold academic passes with at least GCSE Maths and English or equivalent
Higher educational qualifications to 'A' level or degree (or equivalent). (Desirable)
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. Excellence Leadership
Formal training in the use of Excel, Word, and presentation software packages (Desirable)
Knowledge
A basic understanding of business and customer-facing environments.
Understands the requirements of operating in a contract environment. (Desirable)
Experience
Been a part of a high-performing team
Previous experience of a service industry role using operating systems such as Coupa / People Soft. (Desirable)
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.
Core Competencies
Customer Service.
Communication.
Integrity.
Attention to Detail.