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Lead Facilities Coordinator

Dublin , Ireland

Ref#: 9677251680

Date published: 31-Mar-2021

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CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Lead Facilities Coordinator to join the team located in Dublin.

Job Purpose:

To ensure financial compliance and take ownership of the finance function, local operational management information for successful operation of the Contract.

Provide insight and influence to impact performance and maintain competitive advantage alongside financial and contract support leadership and direction in the Contract. Act as a point of liaison for Finance and Commercial issues and operational compliance for the Client and Contract team.

This will involve personal attitude, use of skills and dissemination of knowledge. Use specialist skills and experience to provide insight and influence in order to impact performance standards. Implement improvements, drive change, raise standards through the indirect management of the team. Act as a business partner to the Site Lead to ensure financial and operational performance of the site/contract.

Key Tasks:


•Developing high quality and effective Client relationships across the account.

•Build good working relationship with account management and key client’s members and be a business partner for both.

•Manage contract governance, demonstrating an in-depth knowledge of the terms and conditions of the contract to ensure that all cost elements are appropriately accounted for. 

•Assist with client team requests in a timely and accurate manner.

•Positively respond to both our internal and external customers (often in a matrix environment) through effective communication and personal accessibility/credibility.

Financial Reporting

•Prepare accurate Contract reports in line with monthly company timetable including financial commentary, Profit & Loss budgeting/forecasts and annual plans.

•Support any GWS transformation and client initiatives, working closely with other functions to ensure full alignment of deliverables and results.

•Provide best in class Management Information to both Client and GWS management to include Actuals v Budget.

•Ad-hoc reporting as requested by Regional Finance Manager or Business Unit Director/Alliance Director.

•Provide ad-hoc support and financial analysis as required.

Contract and Finance Management

•Continually review, maintain and improve cash-flow, margins and reporting. Develop targets and benchmarking processes to challenge the financial information. 

•Drive high quality financial / commercial performance through understanding the contractual commitments on service lines and ensure they are aligned and consistent with global contract management practices.

•Identify and help drive implementation of savings opportunities to ensure Client and GWS financial savings targets are maximized.

•Review Client P&L results and challenge.

•Compiling of the Customer Monthly Management Report

•Liaising with the client regarding payment of invoices/ monthly debt calls.

•Review management reports such as P&L, WIP, Unbilled Revenue, Debt, OPO's & Invoice Pool.

•Raising Purchase Orders.

•Policy and procedure compliance.

•Comprehensive spend tracking.

•Active management of overheads whilst seeking out areas for efficiencies for savings.

•Build and develop high level relationships with business and account leaders, central teams, global account teams, customers and external agencies (e.g. auditors).

•Constantly improve quality, service and efficiency.

•Communicate regularly with contract financial and contract support staff to ensure they are fully informed of operational objectives and achievements.

•Identify, analyse and resolve potential business risks, as well as opportunities and solutions to enhance business performance.

•Liaising with client on a variety of matters and attending to their needs whilst maintaining a strong working relationship.

•Support in any client related audits.

Operational Processes, Procedures and Reporting

•Have thorough knowledge of procedures and processes and lead the delivery of these to the required standard.

•Manage compliance through the required procedures and processes.

•Ensure all enterprise systems such as Si7 and E-Logbooks remain compliant and audit ready throughout the life of the contract.

•Develop local systems and processes to continually improve the contract performance.

•Co-ordination of sub-contractor files, ensuring they are statutorily compliant with QHSE requirements.

Financial Governance

•Ensure CBRE and statutory obligations are met for reporting and governance purposes. 

•Ensure Account is complying with any Global Account Standards.

People Management .   

•Lead and develop a Contract Support Team, providing the necessary training and development to ensure effective delivery. 

•Support the site manager to 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.

•Culture carrier and promotes best practice

•Empower team members to take responsibility and accountability.

•Convey messages and ideas clearly and openly. Involve people and influence decisions.

Success Measures

Success in this role will be measured through defined targets as follows:

•Achievement of Contract annual financial plan

•Achievement of Client and Corporate Contract KPIs in line with business requirements

•No financial or operational audit issues raised in relation to the Account.