Finance & Administrative Executive

CBRE APAC; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

CBRE APAC seeks a Contract Support professional in Singapore to deliver exceptional customer service and manage financial and administrative tasks. The role involves building key relationships, overseeing contract performance, and ensuring compliance. Ideal candidates should possess strong IT skills and a focus on customer service.

Qualifications

• At least GCSE Maths and English or equivalent required.
• Higher qualifications are an advantage.
• Formal training in Excel, Word, and presentation software is required.

Responsibilities

• Build relationships with stakeholders and customers.
• Support contract management and billing processes.
• Ensure compliance with policies and procedures.

Skills

Customer focus skills

Communication skills

IT Skills

Time management

Education

GCSE Maths and English or equivalent

Higher educational qualifications to ‘A’ level or degree

Tools

Peoplesoft (myFinance)

Coupa (myBuy)

Job description

Company Information:

CBRE Group, Inc. is the world’s largest commercial real estate services and investment firm, operating in more than 100 countries with over 500 offices and approximately 140,000 professionals. CBRE serves clients across every dimension of commercial real estate, including leasing, property sales, facilities and project management, investment management, valuation, and development services.

With deep market knowledge, superior data, and proprietary technology, CBRE delivers a multi-dimensional perspective that helps clients transform their real estate strategies and achieve greater success. Nearly 90 of the Fortune 100 companies are among CBRE’s clients, reflecting the firm’s global reach and trusted expertise.

CBRE is committed to corporate responsibility, sustainability, and a values-driven culture centered on respect, integrity, service, and excellence (RISE values).

Job Purpose:

To provide exceptional customer service and comprehensive financial and administrative services to the client and the contract. To be successful in the role it is key that the Contract Support understands procedures, processes and operates them to the required standards.

Job Descriptions:

Contract

• Build and develop relationships with key business and account stakeholders, customers and external agencies.
• Identify and help drive implementation of savings opportunities to ensure customer and CBRE financial savings targets are maximized.
• Drive high quality commercial performance through understanding the contractual commitments, better buying and use of preferred suppliers.
• Support the preparation Contract Review pack, promoting the use of AIQ.
• Support the Contract Manager compile the Customer Monthly Management Report
• Liaising with the client regarding payment of invoices, escalating to Contract Manager or Lead Contract Support if required and, resolving where possible.
• 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 CBRE.
• Liaise with Lead Contract Support to ensure labour allocations are up to date to ensure accurate client reporting.

People

• Upload of approved timesheets.
• Organise training for the team
• Updating of the team attendance planner
• Arranging agency cover and submitting hours on portal
• Culture carrier and promotes best practice

Finance

• Co-ordination of the billing application, calculating margins, raising invoices and submitting to client
• Chasing of debt to keep within contractual terms, escalating to Contract Manager or Lead Contract Support delays to payment, resolving where possible.
• Review of Power BI contract KPI’s reports such as P&L, WOM, Debt, aged unreceipted OPO's, aged GRNI & Exception Pool, taking appropriate actions to remediate any areas that do not meet expected standards.
• Raising Purchase Orders
• Manage timely receipting of Purchase Orders
• Reviewing aged open Purchase Orders and aged GRNI OPO’s.
• Policy and procedure compliance
• Processing supplier invoices and resolving any queries
• Where appropriate, monitor and track comprehensive spend.
• Weekly commentary/reporting to include UBR, WOM, Debt, Exception Pool, Unreceipted OPO’s and GRNI updates
• Drive high quality financial performance to influence P&L result.
• Ad-hoc reporting as requested by Business Unit or Business/Finance.
• Meet key deadlines set.
• Ensure the accuracy and integrity of accounting records and financial systems.

Quality

• Familiar with daily operations and the scope of the contract.
• Ensure all annual subcontractor purchase orders are active and raised in line with contractual requirements and OP18.
• Co-ordination of sub-contractor files, ensuring they are statutorily compliant with QHSE requirements.
• Ensure use of Preferred Suppliers is maximized and best practice “better buying” is in place.
• Update supplier surveys feedback on mySupplier.
• Manage the CAFM system as super/key user on the contract, awareness and ability to support managing PPM records, reactives and reporting as required.
• Logging hazards & customer feedback on the QHSE Management Portal
• Maintain eLogbooks ensuring compliance.
• Ensure company policies and procedures are adhered to consistently throughout the Contract.

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.

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.
• Supporting Operations with purchase order receipting if required.

Requirements:

To perform this role successfully, an individual must possess the following knowledge, skills, and capabilities:

Education

• Hold academic passes with at least GCSE Maths and English or equivalent.

• Higher educational qualifications to ‘A’ level or degree (or equivalent) areadded advantage.

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.
• Formal training in the use of Excel, Word and presentation software packages

Knowledge

• A basic understanding of business and customer-facing environments.
• Understands the requirements of operating in a contract environment.

Experience

• Been a part of a high-performing team.
• 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