Contract and Facilities Support

CBRE; Greater London; On-site; GBP 80,000 - 100,000; Full time

Job summary

A global leader in real estate services seeks a Contract & Facilities Support professional. The role involves delivering comprehensive facilities at the client headquarters in London and ensuring a high-quality client service. Essential responsibilities include risk assessments, managing vendor compliance, and supporting operational requests. Ideal candidates will have dynamic organizational skills and experience in FM and client service, ensuring smooth operations and maintaining high standards.

Qualifications

• Able to prioritize tasks accordingly.
• Flexible in handling a variety of tasks.
• Experience with complaint handling and resolving problems.

Responsibilities

• Deliver a seamless experience to all customers.
• Support the client to attain relevant Health and Safety accreditation.
• Provide advice on Facilities-related activities.

Skills

Strong organizational skills

Time management skills

Verbal communication skills

Written communication skills

Attention to detail

Education

2 – 4 years’ experience in Hard Services and or FM

IOSH desirable

Tools

Word

PowerPoint

Excel

Outlook

Job description

COMPANY PROFILE

CBRE is the global leader in real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 70,000 employees and operate in 48 countries.

JOB TITLE: CONTRACT & FACILITIES SUPPORT

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. To lead and provide the delivery of facilities for BMGF London Headquarters and to provide a world‑class, client‑facing service in line with the CBRE global vision. It will be of vital importance to proactively anticipate our client needs at all stages of the customer journey in line with the CBRE RISE concept and be an ambassador of our client and CBRE Office Services, blending seamlessly with BMGF.

MAIN DUTIES AND RESPONSIBILITIES

On a day‑to‑day basis, work under the instruction of the Workplace and Events Team Leader to deliver a seamless experience to all Customers.

Support the Gates Client to attain BS OHSAS 18001 or other relevant Health and Safety accreditation as instructed by the CBRE H&S SME.

Provide advice and support of all Facilities related activity in the client office.

To actively support with the review and production of Risk Assessments: fire, water, QSHE, and others as required.

Liaise with Client’s contractors on delivery of small projects (paint/patch, furniture repairs, etc.) and general maintenance (light bulb changes, small repairs etc.)

Engage with the CBRE M&E provider VMS to ensure a seamless experience for the client, within the remit of the CBRE contractual obligations.

Manage 3rd party landlord vendor on Gates Foundation’s behalf for compliance reasons.

Respond to customer calls & place work orders with building management team, proactively following up to ensure the premises are maintained to the required standards.

Ergonomics – assist with delivery of program to Client employees. Liaising with appropriate contacts to conduct new employee evaluations.

Meeting room configuration for Events and assisting Front of house team when necessary, by ensuring meeting rooms are returned to normal after use in a timely manner or assisting with room set ups.

Ensure AED equipment is maintained periodically.

Liaise with CBRE QSHE SME to ensure team training, Gates compliance and other QSHE related matters within contract are delivered.

Provide cover as required (minimal requirement) on the front of house reception desk, greet visitors, offer refreshments, provide security badging, notify hosts and answer telephone call as directed by the Workplace and Events Team Leader.

Support the Workplace and Hospitality Coordinator with checks of all reception areas on a daily basis to ensure they meet with high standards of cleanliness and maintenance, where required.

Support Workplace and Events Team Leader with any operational requests.

Support Workplace and Events Team Leader with meeting room set up’s events as required especially during busy periods.

Administrative duties regarding post / shipments of packages or materials, including responsibility for the Franking Machine contract management.

Liaise closely with site teams and CBRE Head Office, ensuring accurate processing of quotations and purchase orders.

Managing the supply chain and drive them to attend within required SLA’s.

Driving the engineering team to attend to all callouts within required SLA’s.

To obtain a comprehensive understanding of the scope of the contract and ensure that all work is carried out in accordance to the contract scope and not outside of this.

Raise and assign work orders to relevant resources.

Monitoring reactive calls received from the customer through to call completion and updating records.

Allocation of internal engineers to call outs and maintenance visits, driving the engineering team to attend to all callouts within required SLA’s.

Ensure QHSE documentation is maintained and readily available using company systems.

Manage system as a key user on site including PPM records, Reactives and reporting.

Maintain people records such as new starters, leavers, general staff changes, contact details, etc.

Effective communication with all levels of internal teams and external customers.

Familiar with daily operations and the specific scope of the contract.

To complete any other reasonable request as directed by the client, Workplace and Events Workplace and Events Team Leader or CBRE AGM.

EXPERIENCE

• Able to priorities accordingly
• Flexible in handling a variety of tasks
• Complaint handling - able to resolve problems as they arise in an appropriate manner
• Administrative skills: word, power point, excel, outlook are desirable
• 2 – 4 years’ experience in Hard Services and or FM
• Contract Support experience or understanding of Financial processes
• IOSH desirable

PERSON SPECIFICATION

• Strong organizational and time management skills
• High level of attention to detail
• Strong verbal and written communication skills
• Excellent personal presentation
• Proactive and diligent
• Ensures that responses to requests are efficient and time bound

SUCCESS CRITERIA

• Follow and educate staff on Foundation standards and policies
• Develop and participate in continuous improvement initiatives
• Adhere to all client site policies and procedures.
• Adhere to CBRE and client site rules and regulations as detailed in the respective induction booklet.
• To maintain and use as appropriate CBRE and client property as provided or recommended as well as electronic equipment.
• To carry out duties or responsibilities that may from time to time be assigned by your manager.
• To maintain the necessary confidentiality in all CBRE and client matters.
• To show responsibility for personal Health and Safety, and that of others in the conduct of job in line with CBRE Support Services and Legal requirements.
• To maintain a professional appearance at all times

Equal Opportunity

CBRE, Inc. is an Equal Opportunity and Affimative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)