Facility Coordinator/ Ambassador

CBRE Excellerate

Key Tasks:

• Act as a local support / backfill to the site lead
• Cover the reception / host function when needed.
• Training & monthly recaps with office / tea boys and cleaners to perform Daily checks of meeting rooms and office successfully and reporting failures and faults in a timely manner.
• Walk through the office on scheduled inspections.
• Ensuring all SI7 Requests and issues are closed in a timely manner with regular updates to management.
• Maintain security and safety standards as required at all locations also compliant with Uber security policies, ensuring that visitors are escorted, and contractors do not have access to areas without the appropriate authorization or supervision.
• Familiar with all emergency prevention and operational controls and processes.
• Report all accidents, occupational illnesses and emergencies through the online tool and training all subcontractors on site to do the same.
• Quality control in all areas within each office, and report any issues to FM
• Support with the supervision of receptionists and office assistants at all locations.
• Control of storerooms and stock and monthly orders and deliveries at all locations. All delivery and stock control documents are in order and compliant.
• Manage consumables at all locations, tracking when it's needed and how to minimize excess usage.
• Support FM Manager with management of all services at all locations (I.e. Soft Services, Hard Services, Security, HSE, etc)
• Supplier management: Control on delivery only with PO. Invoice matching to PO for each CBRE Supplier and submission of supplier invoices in a timely manner.
• Financials: CBRE invoice submission and control on aged debt report. Ensure correct monthly billing across all sites.
• Be commercially aware and have a sound knowledge of cost controls and daily financial planning.
• Ensure opportunities for additional works are realized.
• Ensure CBRE preferred suppliers are utilised.
• Coordinates and manages daily staff meal orders for all locations.
• Required to perform additional duties i.e. CBRE SSR uploads, Report Meter reading data from all offices to FM, EHS reporting documents reporting online and documents filed at each office, Monthly data with waste information updated monthly. Support FM Manager with Continuous Improvement Tracker updates and ideas.
• Utilities tracking completed in a timely manner: Submission to Uber when required.
• Supplier management focuses on savings each month.
• Assignment management, (require competitive vendor quotes, PO s approved and created, CBRE PO created and closed, CBRE Invoice submitted and CBRE Vendor invoice submitted with GR of PO.)
• Understanding account budgets and savings plans for the year working closely with FM Manager to achieve all targets.