Operations Administrator

CBRE; Fremont (CA); On-site; USD 77,000 - 94,000; Full time

Benefits offered by this job

401(K)

Dental insurance

Health insurance

Life insurance

Vision insurance

Job summary

CBRE in Fremont is seeking an Operations Administrator to support reporting, forecasting, deal pricing, and bid support across Estimating, Operations, and Finance. You will manage project setup, PO/CO, and drive cost tracking through the project lifecycle.

This role requires at least 3 years of experience in operations administration, strong Excel and PMO tooling, and the ability to produce variance analyses and dashboards.

Qualifications

• A minimum of 3 years' experience as an Operations Administrator or similar role is preferred.
• A bachelor's degree or equivalent experience in project management or related field is preferred.

Responsibilities

• Generate regular and ad-hoc reports and analyses from project data using Excel or Google Sheets.
• Produce forecasts for project and PMO performance based on historical analysis for resource planning, budgeting, and timeline prediction.
• Prepare project status reports for management review and communicate project progress to clients.
• Provide detailed financial variance analysis and reporting.
• Maintain a PMO dashboard for real-time visualization of project health indicators and benchmarks.
• Assist Estimating and Ops in deal development and resource pricing.
• Support bid entry into PCMX/PSFT systems and contribute to bid management.
• Lead all aspects of PMO operations, including detailed project plans and tracking.
• Handle Purchase Orders (PO) and Change Orders (CO).
• Support project managers with tools, templates, and methodologies for planning, execution, and monitoring projects.
• Ensure project parameters align with client needs and company standards.
• Monitor existing projects to ensure timely execution and completion.
• Track project costs and conduct post-mortem analyses.

Skills

Forecasting

Reporting

Data analysis

Communication

PMO operations

Education

Bachelor's degree

Tools

MS Project

myProjects

Job description

About The Role

The Operations Administrator position is a meticulous role focused on supporting reporting and forecasting. This role is essential for deal pricing and bid support, working with the Estimating, Operations, and finance teams on deal development, resource pricing, and bid entry into systems like PCMX/PSFT. The Operations Administrator will handle comprehensive project setup and lead Purchase Orders (PO) and Change Orders (CO). They will also conduct detailed forecasting and reporting to ensure accurate project analytics, resource planning, and cost tracking throughout the project lifecycle.

What You Will Be Doing

• Reporting and Forecasting:
  • Generate regular and ad-hoc reports and analyses from project data, often using tools like Excel or Google Sheets.
  • Produce forecasts for project and PMO performance based on historical analysis for resource planning, budgeting, and timeline prediction.
  • Prepare project status reports for management review and communicate project progress to clients.
  • Provide detailed financial variance analysis and reporting.
  • Maintain a PMO dashboard for real‑time visualization of project health indicators and benchmarks.
• Deal Pricing And Bid Support:
  • Assist the Estimating and Ops team in deal development and resource pricing.
  • Support bid entry into relevant systems (PCMX/PSFT).
  • Contribute to bid management, which may involve using niche bidding software for cost estimating and leading bid submissions.
• Project Setup And Management:
  • Lead all aspects of PMO operations, including building detailed project plans and tracking progress.
  • Handle Purchase Orders (PO) and Change Orders (CO).
  • Support project managers with tools, templates, and methodologies for planning, execution, and monitoring projects.
  • Ensure project parameters align with client needs and company standards.
  • Monitor existing projects to ensure timely execution and completion.
  • Track project costs and conduct "post mortem" analyses for projects.
• Data Evaluation And Compliance:
  • Capture, analyze, and supervise project data to identify weaknesses, resolve budgetary issues, and make data‑driven decisions.
  • Ensure all project strategies align with company standards and regulations.
  • Support the PMO compliance tracking process.
  • Maintain effective working relationships with project teams to drive SDLC (Software Development Life Cycle) compliance.
• Process Improvement:
  • Analyze project coordination methods and procedures to identify areas for improvement and recommend enhancements.
  • Assist in defining and updating project management processes, standards, and governance.

What You Will Need

• A minimum of 3 years' experience as a Operations Administrator, or a similar role is often preferred. Experience in bidding, pricing, product sourcing, and vendor negotiations can also be beneficial.
• A bachelor's degree or equivalent experience in project management or a related field (e.g., business, finance, computer science) is preferred.

Technical Skills

• Excellent knowledge of project management strategies, processes, and forecasting/reporting tools.
• Proficiency in interpreting and communicating data, including advanced Excel skills (formulas, pivot tables, graphs).
• Experience with project management tools like MS Project, myProjects.

Analytical And Critical Thinking Abilities

• Ability to analyze complex data and make decisions based on analytical findings.
• Strong critical thinking and analytical abilities.
• Ability to identify and mitigate project risks and issues.

Communication And Interpersonal Skills

• Strong verbal and relational abilities to connect with team members, management, clients, and collaborators.
• Ability to communicate project statuses, risks, and opportunities effectively.
• Strong program coordination and administration abilities.

CBRE carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience. The maximum salary for the Operations Administrator position is $85,000. The compensation offered to a successful candidate will depend on their skills, qualifications, and experience. This role will provide the following benefits: 401(K), Dental insurance, Health insurance, Life insurance, and Vision insurance.

Equal Employment Opportunity: CBRE is an equal opportunity employer that values diversity. We have a long‑standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company’s success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at [e-mail] or via telephone at [phone] (U.S.) and [phone] (Canada).