Purpose of the Job

• To provide a comprehensive and flexible administrative support service to the EMEA Alliance Director.

Key Responsibilities

• Ensuring business policies and processes are effectively communicated and implemented within the Business Unit.
• Ensure the provision of healthy and safe working conditions and that both clients and Company health and safety policy and process is effectively implemented across the Business Unit.
• Arrange all Contract Review Meetings throughout the year for all Contract Managers & Area General Managers.
• Completion of Business Unit Review Pack each month ahead of Business Unit Review
• Management of all QHSE online reporting (to include Hazards, SmoWP, Audits)
• Completion of Audit Schedule each year
• Tracking of all holidays and sickness for the Senior Management Team.
• Ensure staffing structures on all contracts are updated when requested.
• Adhoc event management upon request
• Diary and Email Management for EMEA Alliance Director.
• Adhoc Travel arrangements for EMEA Alliance Director.
• Working with other Operational managers to ensure the collaborative development of the business, effective team working, and support to colleagues.
• Promoting and maintaining the core Values of CBRE Managed Services.
• Provision of guidance, advice, coaching and support to all other Business Unit Coordinators within the business, where required to deliver best practice selection, training, assessment and recognition/reward.
• Delivering effective business communication through advice, review, and direct contribution to management and team meetings, briefings, consultation forums, correspondence, publicity, monthly and ad-hoc reporting and other publications, as appropriate.
• Provide a learning environment, and appropriate training and development planning. Ensure basic training needs are delivered, employees are fully competent to undertake their roles, and are able to reach their full future potential.
• To assist with all sales opportunities for the Business Unit. Supporting the Sales Team throughout the sales process
• Ensure the completion of all Pre-Qualifying Questionnaires for the Business Unit
• To assist in the production of supporting Sales Literature, including (but not limited to), ITT, RFP, RFI and sales brochures
• Arranging all sales calls with Senior Team members on an adhoc basis
• Support of Mobilisation as and when required
• Provide general support to Exec Directors on day to day administrative requirements such as travel arrangement etc.
• Collate the data for the monthly IBM Management Operational Review.

Accountabilities

• Reporting to a CBRE DCS IBM Alliance Director

Key Skills  

• Good knowledge of Business Unit and wider CBRE
• Strong communication skills, both verbally and written
• Provide accurate administration of all paperwork generated at Office level
• Highly efficient in the use of Microsoft Outlook, Excel and Word
• Work within a busy office environment, and support office teams in order to ensure the smooth running of day-to-day activities
• Find and obtain information and documents quickly
• Strong numeracy skills
• Excellent attention to detail
• Quickly learn about new in-house systems
• Excellent motivational and influencing skills
• Position holder must have a high level of energy, be a self-starter, with a confident and stable manner and be able to prioritise and work on a range of activities within a high-pressure environment
• Ideally be able to speak an additional language but not essential