Overview

Contract and facilities support

Location: London, England, United Kingdom

Job ID: 226365

Posted: 24-Jun-2025

Role type: Full-time

Area of Interest: Facilities Management

Company profile: CBRE is the global leader in real estate services with a vision to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 70,000 employees and operate in 48 countries.

Job title: Contract & Facilities Support

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. The role involves delivering facilities for the BMGF London Headquarters and providing world-class, client-facing service in line with the CBRE global vision. It is important to proactively anticipate client needs and be an ambassador of our client and CBRE Office Services, blending with BMGF.

You will take full ownership of key responsibilities, support the Management Team, and be innovative and proactive in finding solutions. As the team is small on site, a large part of the role involves being a team player and supporting the delivery of all CBRE contracted services and functions.

Main duties and responsibilities

On a day-to-day basis, work under the instruction of the Workplace and Events Team Leader to deliver a seamless experience to all customers.

Support the Gates Client to attain BS OHSAS 18001 or other relevant Health and Safety accreditation as instructed by the CBRE H&S SME.

Provide advice and support for all Facilities related activity in the client office.

Actively support the review and production of Risk Assessments: fire, water, QSHE, and others as required.

Liaise with Client’s contractors on the delivery of small projects (paint/patch, furniture repairs, etc.) and general maintenance (light bulb changes, small repairs, etc.).

Engage with the CBRE M&E provider VMS to ensure a seamless experience for the client within the CBRE contractual obligations.

Manage 3rd party landlord vendor on Gates Foundation’s behalf for compliance reasons.

Respond to customer calls & place work orders with the building management team, proactively following up to ensure the premises are maintained to the required standards.

Ergonomics – assist with delivery of program to Client employees; liaising with appropriate contacts to conduct new employee evaluations.

Meeting room configuration for Events and assisting Front of House when necessary, ensuring meeting rooms are returned to normal after use in a timely manner or assisting with room set-ups.

Ensure AED equipment is maintained periodically.

Liaise with CBRE QSHE SME to ensure team training, Gates compliance and other QSHE related matters within contract are delivered.

Provide cover as required (minimal requirement) on the front of house reception desk, greet visitors, offer refreshments, provide security badging, notify hosts and answer telephone calls as directed by the Workplace and Events Team Leader.

Support the Workplace and Hospitality Coordinator with checks of all reception areas daily to ensure high standards of cleanliness and maintenance, where required.

Support the Workplace and Events Team Leader with any operational requests and meeting room setups for events, especially during busy periods.

Administrative duties regarding post / shipments of packages or materials, including responsibility for the Franking Machine contract management.

Liaise closely with site teams and CBRE Head Office, ensuring accurate processing of quotations and purchase orders.

Managing the supply chain and driving attendance within required SLAs.

Driving the engineering team to attend to all callouts within required SLAs.

To obtain a comprehensive understanding of the scope of the contract and ensure all work is carried out in accordance with the contract scope.

Raise and assign work orders to relevant resources; monitor reactive calls from the customer through to completion and update records.

Allocation of internal engineers to call outs and maintenance visits, driving the engineering team to attend to all callouts within required SLAs.

Ensure QHSE documentation is maintained and readily available using company systems.

Manage the system as a key user on site including PPM records, Reactives and reporting.

Maintain people records such as new starters, leavers, general staff changes, contact details, etc.

Effective communication with all levels of internal teams and external customers.

Familiar with daily operations and the scope of the contract.

To complete any other reasonable request as directed by the client, Workplace and Events Team Leader or CBRE AGM.

Experience

• Able to prioritise accordingly
• Flexible in handling a variety of tasks
• Complaint handling – able to resolve problems as they arise in an appropriate manner
• Administrative skills: Word, PowerPoint, Excel, Outlook are desirable
• 2 – 4 years’ experience in Hard Services and/or FM
• Contract Support experience or understanding of financial processes
• IOSH desirable

Person specification

• Strong organizational and time management skills
• High level of attention to detail
• Strong verbal and written communication skills
• Excellent personal presentation
• Proactive and diligent
• Ensures that responses to requests are efficient and time bound

Success criteria

• Follow and educate staff on Foundation standards and policies
• Develop and participate in continuous improvement initiatives
• Adhere to all client site policies and procedures
• Adhere to CBRE and client site rules and regulations as detailed in the induction booklet
• Maintain CBRE and client property and electronic equipment as provided or recommended
• Carry out duties as assigned by your manager
• Maintain confidentiality in all CBRE and client matters
• Demonstrate personal health and safety responsibility and that of others
• Maintain a professional appearance at all times

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)