Contract & Admin Support - Data Center Facilities (NSW)
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About CBRE Data Center Solutions
CBRE Data Center Solutions (DCS) is a global leader in delivering integrated real estate, facilities, and technology solutions across the data centre lifecycle. Our team brings deep expertise across all DCS service lines, combining capital markets insight with technical excellence to unlock value for data centre owners, occupiers, and investors worldwide.
About The Role
A customer and team facing role to provide exceptional customer service and business support to contribute to the continued growth and success of the business, providing a comprehensive administration service to the CBRE Data Centre Solution Clients.
Reporting To: Account Manager/Critical Facilities Manager
What You’ll Do
Finance
- Ensure integrity of financial transactions from contract. Maintain WIP, Open purchase orders and debt to defined parameters.
- Create accurate purchase orders in a timely manner.
- Create/raise extra works jobs.
- Attend and participate in weekly finance meetings with contract manager, subcontractors, clients, etc.
- Regularly review and process supplier invoices.
- Raise sales invoices (billing) in line with contractual and company deadlines.
- Assist with month-end financial reporting and ensure deadlines are met.
- Support the preparation and delivery of monthly Contract Reviews.
- Coordinate billing applications, calculate margins, raise invoices, and submit to client.
- Chase debt to maintain contractual terms.
- Create and review management reports such as P&L;, WIP, Unbilled Revenue, Debt, OPOs & Invoice Pool.
- Raising Purchase Orders and reviewing open POs.
- Policy and procedure compliance; process supplier invoices and resolve queries.
- Comprehensive spend tracking; weekly report submission including WIP, Unbilled Revenue, Debt, Invoice Pool and OPO updates.
- Reporting on In-Scope and Out-of-Scope works; drive high-quality financial performance influencing the P&L.;
- Ad-hoc reporting as requested by Business Unit or Finance.
- Housekeeping of CBRE client-specific systems.
People & Development
- Promote CBRE culture throughout the teams; sickness & absence reporting; holiday tracking.
- Report changes in Org Structure to the wider team; collate/process timesheets & expenses and provide training where needed.
- Maintain personnel records such as training, new starters/leavers (notification, system setup, IT requests).
- Communicate effectively and build/maintain relationships at all levels with internal and external customers.
- Respond to calls and emails professionally and promptly; attend relevant training and share best practices in meetings.
Contract
- Assist in compiling Site/Area Monthly Contract Review Pack and attend monthly meetings.
- Ensure accurate labour allocations in relevant systems.
- Attend and participate in customer Work Planning Meetings; support Work Order Specialist – Contract Support with planning and scheduling.
- Prepare and issue predefined reports forming part of contract and client requirements (operational and financial).
- Drive PPM and Reactive performance through engagement with the engineering team.
- Understand the contract scope (which services are covered and which are chargeable).
- Drive commercial performance through better buying and use of preferred suppliers.
- Compile Contract Review Business Unit packs; conduct supplier surveys on MySupplier; compile Customer Monthly Management Reports.
- Liaise with the client regarding payment of invoices; continuously improve systems to maximize efficiency for the customer and CBRE; update labour allocations for client reporting.
- Adopt a seven-star mindset to deliver world-class client experience.
Quality
- Maintain QHSE documentation using CBRE systems; monthly hazard reporting in 4sight; quality management and record management.
- Ensure supplier management reviews are conducted and recorded; manage CAFM system on site including PPM records and reactive work.
- Identify/implement innovations to enhance performance and meet client expectations; maintain auditable records.
What You’ll Need
- High School Diploma or GED with 3-5 years of related experience. Prior Contract Support/Project Admin or Facilities Coordinator/Building Coordinator.
- Understanding of processes, procedures, systems and concepts within own function; basic knowledge of related functions.
- Ability to explain complex concepts clearly.
- Expert knowledge of Microsoft Office (Word, Excel, Outlook, etc.).
- Excellent organizational skills with a proactive mindset.
- Strong numerical skills; ability to calculate percentages, discounts, and markups.
Circumstances: Be versatile to work outside core office hours from time to time. The individual must be willing to undertake travel as the role/business requires.
Security: Unless otherwise advised, CBRE data centre sites require Australian Citizenship and, on request from customers, participation in a government clearance process and holding a government clearance up to NV1.
Ready to Power Up Your Career?
Apply now and become part of an organisation where your potential meets opportunity.
(Expression of interest: Ongoing pipelining for future needs 2025/2026)
Service line: None
Location references and other job listing details are omitted for clarity.
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