Finance Admin

CBRE GWS Data Centre Solutions; Sydney; On-site; AUD 70,000 - 90,000; Full time

Job summary

CBRE GWS Data Centre Solutions is seeking a customer- and team-facing Contract Administrator to provide exceptional service and comprehensive support to the Account team. The role collaborates with the Contract Manager and engineering teams to ensure accurate, timely, auditable information aligned with contract requirements.

On-site full-time role in a data centre environment. The position is a fixed-term 6-month contract with potential conversion to permanent full-time, working 37.5 hours per

Qualifications

• High School Diploma or GED with 3-4 years of job-related experience.
• Experience in Facilities/Building management or Critical facilities environment such as Data Center.

Responsibilities

• Assist in compiling the Site Monthly Contract Review Pack and attend monthly contract review meetings.
• Coordinate ordering of materials, parts, PPE and other site requirements with appropriate approvals.
• Act as a system champion for CBRE and client systems (Contract Scope, WebQuote, Coupa, My Supplier, CAFM).
• Support My Supplier processes, including preferred supplier use and purchasing compliance.
• Ensure accurate labour allocations, job costing and time capture in relevant systems.
• Attend and participate in customer Work Planning Meetings and support scheduling of works.

Skills

Customer service

Contract administration

Communication

Documentation

Education

High School Diploma or GED

Tools

Contract Scope

WebQuote

Coupa

My Supplier

CAFM

Job description

A customer and team-facing role providing exceptional customer service and comprehensive business and contract administration support to the Account. The role supports the Contract Manager and engineering teams to maintain effective operational, financial, compliance and customer processes, ensuring information is accurate, timely, auditable and aligned with contract requirements.

• You are required to work on site full time
• Working in Data Center's facilities
• Working normal hours Monday to Friday - 37.5 hours per week (Flexible start time)
• Fixed term 6 months contract role - with potential conversion to permanent full time role

Contract & Operations

• Assist in compiling the Site Monthly Contract Review Pack and attend monthly contract review meetings.
• Coordinate ordering of materials, parts, PPE and other approved site requirements, ensuring appropriate approvals and records are maintained.
• Act as a system champion/key user for relevant CBRE and client systems, including Contract Scope, WebQuote, Coupa, My Supplier and CAFM systems.
• Support My Supplier processes, including preferred supplier use, purchasing compliance and better-buying opportunities.
• Ensure accurate labour allocations, job costing and time capture in relevant systems.
• Attend and actively participate in customer Work Planning Meetings and support the Work Order Specialist / Contract Support team with planning and scheduling works.
• Prepare and issue predefined operational and financial reports required under the contract and by the customer.
• Support PPM and reactive performance by monitoring work status, following up outstanding actions and engaging directly with the engineering team.
• Maintain a working knowledge of the daily site operations and the contract scope, including services covered by the contract and works that are chargeable.
• Support the Contract Manager and site leadership with action tracking, meeting administration, document control and follow-up of agreed actions.
• Support the administration and coordination of Work Requests, MOPs, approvals and associated documentation where required.
• Maintain clear communication with operational stakeholders to support safe, compliant and timely delivery of works.

Quality, QHSE & Compliance

• Ensure QHSE documentation is maintained, current and readily available using CBRE systems.
• Maintain quality management records and support implementation of process updates at site and country level.
• Ensure Supplier Management reviews take place, are documented and actions are followed through to completion.
• Manage the CAFM system as a key user, including PPM records, reactive work orders, reporting and data quality.
• Monitor data quality and record accuracy to support effective auditing, reporting and contract governance.
• Actively identify and support implementation of improvements and innovation across the contract to enhance performance and client experience.
• Maintain manual and electronic records relating to CBRE responsibilities, including the shared CBRE drive and client electronic records, ensuring a complete and auditable trail.
• Support audit preparation and evidence gathering for contractual, QHSE, financial and operational requirements.

Finance

• Maintain the integrity of financial transactions for the contract, including WIP, open purchase orders and debt within agreed contractual and company parameters.
• Create accurate purchase orders in a timely manner and ensure appropriate approvals are obtained.
• Create and raise extra works jobs in accordance with contract requirements and approval processes.
• Attend and actively participate in weekly finance meetings with the Contract Manager and subcontractors.
• Regularly review and process supplier invoices, resolving discrepancies where required.
• Raise sales invoices and complete billing in line with contractual and company deadlines.
• Assist with month-end financial reporting and ensure required deadlines are met.
• Coordinate billing applications, calculate margins, raise invoices and submit documentation to the client across applicable client accounts.
• Run and review the monthly P&L, identify variances and support the Contract Manager in influencing the financial result.
• Maintain appropriate financial records and provide supporting information for client and internal reviews.

People & Development

• Promote CBRE culture throughout the team through communications, noticeboards, posters, Town Halls, team meetings and other engagement activities.
• Maintain accurate sickness and absence reporting.
• Maintain holiday and leave tracking for the team.
• Collate and process timesheets and expenses and provide guidance/training to team members on relevant processes.
• Maintain people records, including training, new starters and leavers, system setup and IT requests.
• Support onboarding administration and coordination for new team members, ensuring required systems, access, training and documentation are progressed.
• Communicate effectively and build and maintain professional relationships with internal and external customers and stakeholders.
• Answer calls and emails professionally and in a timely manner, ensuring requests are appropriately actioned or escalated.
• Attend and participate in relevant training courses and maintain role-specific knowledge.
• Attend regular role-specific meetings to share best practice, identify improvements and support consistent delivery across the account.

Customer Service & Communication

• Maintain a professional, responsive and customer-focused approach in all interactions.
• Support clear communication between the client, Contract Manager, engineering team, suppliers and CBRE support functions.
• Ensure customer requests, actions and information are recorded, tracked and communicated to the appropriate stakeholders.
• Escalate issues, risks, delays or service impacts promptly through the agreed account governance structure.

What You'll Need:

Circumstances

• Be flexible to work outside core office hours from time to time where required to support operational requirements, meetings, reporting deadlines, customer requirements or other reasonable business needs.
• Demonstrate a proactive approach to administration, contract support and continuous improvement.
• Maintain confidentiality and exercise appropriate judgement when handling commercial, employee and client information.
• Work collaboratively with the Contract Manager, engineering team, CBRE support functions, suppliers and client representatives.
• Comply with CBRE policies, procedures, site requirements, QHSE obligations and applicable contractual processes
• High School Diploma or GED with 3-4 years of job-related experience.
• Best applicants who has worked in Facilities/Building management or Critical facilities environment such Data Center or anything similar
• A comprehensive understanding of a range of processes, procedures, systems, and concepts within own job function is required.
• Ability to evaluate and communicate unusual and/or complex content in a concise and logical way.
• In-depth knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
• Organizational skills with an advanced inquisitive mindset.
• Basic understanding of general accounting invoices, account payable, receivable/payment and GL
• Strong paperwork and documentation experience
• Nice to have - Advanced math skills. Ability to calculate advanced figures such as percentages, discounts, and markups.