Lead Contract Support in Slough

Job Title: Lead Contract Support

Reports To: Account Manager

Location: Slough

Job Purpose:

To provide exceptional customer service and a comprehensive financial and administrative service through leadership of the Contract Support Team on contract. Support the Finance Team with month-end and financial reporting. It is key that the Lead Contract Support understands procedures, processes and operates them to the required standard, encouraging best practice across the business.

Key Tasks:

• Contract/ Commercial
• To act as an initial point of escalation to assist with the control of all financial and commercial aspects of contracts
• To assist the Contract Support in the production of supporting financial information.
• Build and develop relationships with key business and account stakeholders.
• Invoice Pool Management
• Forecast with Account/ Contract Manager
• Ensures Maintenance POs are created accurately and in a timely manner.
• Attend and actively participate in monthly Contract Review meetings.
• To undertake general office duties relating to the contract including:
• Correspondence and filing
• Minutes of meetings
• Preparation of reports and documentation
• Updating of electronic records
• Material ordering and administration
• Subcontractor's administrationProcurement

Finance

• Support the preparation, delivery and actively participate in monthly Contract Reviews
• Collating timesheets from engineers, chasing and checking quality of data
• S1 / O1 reviews with Account/Contract Manager
• Subcontractor Schedule
• Manage/Support the Contract Support & Account Manager on Application billing preparation and billing of all Maintenance and Extra works
• Supporting the monthly forecasting for the account Creation and review of management reports such as P&L, WOM, Unbilled Revenue, Debt, OPO's
• Raising purchase orders in the absence of the Contract Support and ensuring that purchase orders are updated when changes required.
• Reviewing open Purchase Orders.
• Manage the contracts submission of weekly reports to include WOM, Debt, Invoice Pool and OPO updates.
• Drive high quality financial performance to influence P&L result.

People

• Build a Contract Support Team and ensure team is effectively utilised.
• Lead and develop a Contract Support, providing the necessary training and development to ensure effective delivery.
• Lead the team performance through motivation and commitment.
• Provide knowledge and understanding to coach and support others.
• Hold Contract Support Team Meetings to share business updates and best practice.
• Assist in conducting appraisals annually.
• Culture carrier and promotes best practice.
• Ensure people records such as new starters, leavers and any changes in staff are communicated to all relevant teams (e.g. Payroll, HR, BU Coordinator).
• 1-2-1 calls with CS
• Provides coaching, training and support to new and existing contract support in the contract (e.g. A Super user for SI, WebQuote).
• Overtime and expenses

Building relationships

• Understand, anticipate and deliver customer (internal and external) needs while building effective relationships whilst optimizing contract performance.
• Positively respond to both our internal and external customers (often in a matrix environment) through effective communication and personal accessibility/credibility.

Processes, Procedures and Reporting

• To maintain, manage and update both manual and computer records via the site SI system relating to areas of which CBRE are responsible.
• To support the Account Manager with the management of on site QHSE culture, reporting and initiatives Supplier Reviews, and management of key Vendor personnel
• Actively identify/implement innovation across the Contract to enhance performance and grow the team’s knowledge.
• Ensure company policies and procedures are adhered to consistently throughout the Contract and Contract Support Team.
• To drive the site statutory and contractual compliance.
• Demonstrate knowledge of procedures and processes and deliver these to the required standard.
• Deliver and maintain compliance through the required procedures and processes through the Contract Support Team.

Success Measures

Achievement of Business Unit / Contract KPIs in line with business requirements.

Person Specification

• Hold academic passes with at least GCSE Maths and English or equivalent.
• Higher educational qualifications to ‘A’ level (or equivalent)
• Higher educational qualifications; degree (or equivalent)
• Accounting qualification or interest to move in an Accounting & Finance direction.
• Highly computer literate
• IT Skills to achieve key tasks and give the business a sound reporting base.
• Superior written and verbal communication skills with strong oral presentation skills.
• Capable of working in a matrix environment.
• Formal training in the use of Excel, Word and presentation software packages
• Thorough understanding of business and customer-facing environments.
• Understands the requirements of operating in a contract environment.
• Previous experience of a service industry role
• Been a part of a high-performing team.
• Operating systems such as Dynamics AX.

Skills

• Customer focus skills with a passion for customer service.
• Effective communication skills enabling the individual to work with clients, suppliers, and staff at all levels
• Self-motivated and ambitious
• Results/ task orientated, with attention to detail and accuracy
• Excellent time management and organisational skills
• Commitment to continuous improvement
• Ability to work as part of a team, as well as independently
• Calm manner, able to work under pressure and with changing demands and priorities
• Confidential and discrete approach
• The individual must be willing to undertake travel as the role/business requires
• Customer Service
• Communication
• Integrity
• Attention to Detail

Please Note:

All details are provided for guidance only; they do not necessarily limit the responsibilities and accountabilities of the job. Full details of employment terms are provided within offers of employment, and appropriate policies within the Company.