Address
Form of work
SalaryPosted
26-Feb-2024
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Administrative, Digital & Technology/Information Technology
Location(s)
Saanichton - British Columbia - Canada
This is a unionized role with the BCGEU governed by a Collective Bargaining Agreement. The rate of pay for this role is $32.88/hr
At CBRE, you are empowered to take your career path into your own hands. Enjoy workplace flexibility in a global organization with tremendous scale. Work in an inclusive and collaborative environment with supportive teammates. Come experience the employee advantage at CBRE.
CBRE has 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.
The Service Administrator (SA) is responsible for all aspects of service delivery, as directed by the Administrative Support Manager (ASM) and/or Administrative Coordinator. This position is the key interface between the customer, service provider, Operations Centre and internal CBRE service delivery personnel. The SA ensures all relevant information is maintained and thatallnecessary communications are maintained. The SA isresponsible for first line management ofwork orders, purchase orders, SMS, SCA, Project files and related administrative duties such as compiling reports. The SA works according to established guidelines as set out by the ASM/Administrative Coordinator.
KEY DUTIES & RESPONSIBILITIES
FUNCTIONS AND RESPONSIBILITIES
1. Processing service requests received by telephone, e-mail and maintaining a database of such requests to meet reporting and analysis requirements
2. Review of demand work orders to determine if billable or non-billable
3. Preparation and communication of PO’s to managers and suppliers; receiving of PO’s to approve payment for work completed at the correct cost
4. Administrating and monitoring service contracts and reviewing vendor/contractor performance and value for cost
5. Establishes and maintains working relationships with Clients and service providers
6. Responsible for supporting and training new Team Members in SA role.
7. Responsible for acquiring information for vendor setup, including security clearances for new vendors.
8. Support environment, health and safety process as required basis (JSA’s, reporting, etc).
9. Responsible for Quality Management program (ie audits of work orders)
10. Organize the purchase and delivery of building related supplies.
11. May be responsible for the collection of technical data and the maintenance of databases
12. Generates regular and ad hoc reports for the portfolio, as required
13. Provides administrative support to Project Team Members by:
a. Prepares and revises documents such as construction contracts, consultant agreements, proposal calls and requests for Approvals and Services requiring knowledge of contract law, design and construction processes and CBRE policies and procedures;
b. Prepares and processes advertisements for tender calls and publicly opens tender calls;
c. Reviews tenders and initiates company searches and credit checks;
d. Opens, updates and closes projects files and records;
e. Researches and coordinates data to prepare Accommodation Proposals, Work Orders and Requests for Approvals and Services;
f. Prepares and reviews documentation to ensure accuracy and completeness prior to attaching to invoice for Manager’s approval;
g. Processes invoices including checking for accuracy and forwarding for approval;
h. Receives cheques for contract documents, Performance Bonds, Statutory Declarations, and Certificates of Insurance;
14. Other related duties
a. Exchanges information on projects with co-workers, consultants, clients and CBRE staff.
b. Occasionally acts as ASM on rotational basis.
16. Other duties as assigned
DECISION MAKING CAPACITY
1. Establish contact with clients and display tact in dealing with confidential information
2. Recommend actions that display sound judgement and have both the client’s and businesses best interests in mind
FINANCIAL RESOURCES
Selects and authorizes payment of contractors within commitment authority of $500 materials and labour. Provides cost estimates for Operations and Planned Maintenance Budgets; purchases goods and materials and signs for receipt.
EDUCATION, JOB-RELATED YEARS OF EXPERIENCE & QUALIFICATIONS MINIMUM EDUCATION JOB-RELATED EXPERIENCE
MINIMUM EDUCATION JOB-RELATED EXPERIENCE
More than one year up to three years
High school education
Knowledge & Skills
1. Knowledge of financial management software
2. Excellent interpersonal skills
3. Strong customer-oriented skills
4. Good communication skills (verbal/written)
5. Ability to multitask
6. Analytical and problem solving skills
7. Ability to work independently
8. Good computer skills, Maximo and Oracle, an asset
Licenses and/or Professional Accreditation
1. None
This is a unionized role with the BCGEU governed by a Collective Bargaining Agreement. The rate of pay for this role is $32.88/hr.
CBRE GWS
CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.
