Administrative and Finance Assistant

Company Information:

CBRE, a Fortune 500 and S&P 500 company headquartered in Dallas, is the world’s largest commercial real estate services and investment firm. The company has more than 100,000 employees serving clients in more than 100 countries. CBRE serves a diverse range of clients with an integrated suite of services, including facilities, transaction and project management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development services. With services, insights and data that span every dimension of the industry, we create solutions for clients of every size, in every sector and across every geography.

As part of CBRE Group Inc., CBRE Global Workplace Solutions (GWS) | Local | Singapore offers integrated facilities management services to its huge client base in Singapore.

Role Summary:

Our division is seeking administrative and finance personnel who are eager to learn and grow within the business and operations of facilities management. The role of Contract Support involves providing comprehensive administrative and financial support, along with exceptional customer service to both internal and external clients. The ideal candidate will possess strong administrative, organisational, and communication skills, and demonstrate a thorough understanding of contracts and operations between CBRE and its customers.

Job Description:

Finance

• To champion procurement and financial systems.
• To handle procurement-to-pay functions, including raising purchase order requests, reviewing open purchase orders, and performing goods receipting for vendor invoices to be paid.
• To manage order-to-cash functions, including monitoring unbilled revenue, computing, preparing, and submitting client billings, and following up with clients on debt collection status.
• To support the Contract Manager and Finance Manager during the contract finance month-end close by determining correct revenue and cost accruals.
• To assist the Operations Team in monitoring pipelines, progress, and financials of extra works and project works.

Contract

• To demonstrate a thorough understanding of the contract and scope of work, supporting the Operations Team in minimising scope creep and ensuring all ad-hoc work is communicated back to the client.
• To encourage the use of preferred vendors for service requirements and identify better buying opportunities for cost savings and increased profitability.
• To collaborate with the Contract Manager in preparing and conducting monthly contract reviews, encompassing all aspects of the contract, including QHSE (Quality, Health, Safety, and Environment), client relations and satisfaction, commercial, operations and quality, people, and finance.

People

• To support the Contract Manager in people management, i.e. onboarding new starters and offboarding leavers as well as maintaining, monitoring, and updating personnel records (such as staff movements, vacancies, absenteeism, overtime, training attendance, performance review completion).

Quality

• To support new contract mobilisation or existing contract anniversary renewal by ensuring vendor purchase orders are raised and labuor merit increases are submitted on time.
• To assist the Operations Team in mapping out servicing schedules and monitoring the progress of servicing.
• To understand and support the Operations Team in fulfilling client reporting requirements, such as service completion evidence, call logs, and KPI reviews.
• To support the fulfillment of QHSE commitments within the Operations Team by encouraging and monitoring best QHSE practices as well as storage and updating QHSE documentation.

Requirements:

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

• Bachelor degree in business administration or equivalent is required.
• No prior working experience is necessary.
• Proficiency in Microsoft Office, especially Microsoft Excel.
• Ability to learn and master basic finance and operations software and systems.
• A fast and independent learner with good common sense and problem-solving skills.
• A process-oriented and well-organised person who can handle a high volume of information on timely basis.
• Strong communication skills and the ability to build relationships with diverse stakeholders from different backgrounds, functions, and ranks within and outside the organisation.
• Show keen interest to learn and grow within the facilities management industry.