Dec 17, 2020

Business Operations Manager

  • Professional Diversity Network
  • Arlington, VA, USA
Administration

Job Description

CBRE

WHO WE ARECBRE is the global leader in commercial real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. CBRE has been ranked the industry's top brand by the Lipsey Company for 15 consecutive years and has been named one of Fortune's "Most Admired Companies" in the sector four years in a row. Through our values of respect, integrity, service and excellence, we maintain a relentless focus on creating winning outcomes for our clients, employees and shareholders. The commercial real estate market is undergoing a significant and exciting change - driven by data and technology. Digital and Technology powered products play a vital role in CBRE's mission to create unmatched value for our clients. WE OFFERA commitment to providing you with career growth opportunities within your CBRE careerAn open source culture/atmosphere that encourages learning and contributing back to the community. Energetic and collaborative teams and consulting partnersWe support staying on top of the latest best practices and toolsA competitive compensation package, complete with benefits (Medical/Dental/Vision/401(k)/Disability)Paid holidays/vacationWHO YOU AREYou have a wide-ranging scope of experience within Contract Administration, Facilities Management, and Operations.You are invigorated when managing financials such as budgets and P&Ls where you get to utilize your eagle eye capability to catch even the most minor of details.You thrive in environments where you are provided the tools to become the expert and then get to showcase it through teaching others to become an expert as well.You are energized in client facing environments where your approachable and service oriented collaborative communication style shines through in each interaction.You are searching for a role just like this that is also providing the opportunity for career advancement within the Facilities Management world.JOB SUMMARY Provide leadership to the Business Unit Contract Support team and financial and administrative support to the Finance & Contract Support Manager. Oversees budgeting, process improvement, controls for specialized software and other functions enabling the department or business unit to meet objectives in an effective and efficient mannerESSENTIAL DUTIES AND RESPONSIBILITIES Understand the needs of the Business Unit (BU) and internal & external stakeholders. Use knowledge to anticipate requirements and proactively put measures in place to meet these needs.Accessible to all stakeholders as central support.Build customer relationships and demonstrate added value of central support.Promote the reputation of the BU through quality and standards, e.g. KPIs, invoice pool, debt, WIP and Open PO's.Support and develop the contract support team. Regular onsite support at each site, concentrating on those sites requiring more support. Take the lead in contract support meetings and keep the team abreast of any updates or developments as required.Solve contract support queries quickly and efficiently.Support Facility Manager and F&CSM in recruitment of new contract support.Induct and train new contract support to the standard required. Set out early the development plan and expectations and manage the development of new starters.Act as cover for onsite contract support for any absence/short-term support.Ensure all monthly/weekly contract support deadlines are met by the BU contract support team. Anticipate any potential issues and support and implement solutions where necessary.Use monthly contract support KPI statistics to highlight areas of weakness in the team and put measures in place to rectify and improve performance.Systems champion for all systems used within the BU. Monthly Maintenance (MA) and Project (PR) billing for the BU. Ensure timely Extra Works billing is being completed by onsite Contract Support staff.Ensure all annual subcontractor purchase orders are raised when required. Support onsite Contract Support (CS) and CMs to improve data quality for PO requests and improve efficiency of PO request/approval process.Weekly WIP reviews with CS and/or CMs.Support Head of Projects (HoP) raising POs, raising invoices and maintaining databases. Attend monthly project review.Support F&CSM and Head of Projects with ad hoc requests. Attend monthly Contract Reviews prepared for the Finance & Contract Support Manager and BU leadership team.Manage time adequately to allow sufficient time to offer onsite support to CS and CMs.Achieve results within quality and time restraints.Perform with an understanding of business requirements and changes; ensure continuous improvement.Actively participate in a diverse and effective team.Convey messages and ideas clearly and openly. Involve people and influence decisions.Prepares, review, and monitor data reports including Accounts Payable, Accounts Receivable, Income, EBITDA (EB4), pipeline and other business metrics.Analyse income and expense trends to identify opportunities to improve profitability.Performs, coordinates, and supervises process improvement initiatives. Identify BU weaknesses; suggest and implement improvement plans.Acts as a liaison between field staff and regional leadership to ensure consistent delivery of services to other employees and clients.May train new team members on policies, procedures, processes, administration and governance.Other duties as assigned.SUPERVISORY RESPONSIBILITIES Provides formal supervision to individual employees within single functional or operational area. Recommends staff recruitment, selection, promotion, advancement, corrective action and termination. Plans and monitors appropriate staffing levels and utilization of labor, including overtime. Prepares and delivers performance appraisal for staff. Mentors and coaches team members to further develop competencies. Leads by example and models behaviors that are consistent with the company's values.









QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and EXPERIENCE Bachelor's degree (BA/BS) from four-year college or university.Minimum of five years of related experience that includes two years supervisory or management experience; or equivalent combination of education and experience. Previous supervisory or lead experience strongly preferred.CERTIFICATES and/or LICENSES NoneSKILLSExcellent written and verbal communication.Strong organizational and analytical skills.Ability to provide efficient, timely, reliable and courteous service to customers (Internal or External). Ability to effectively present information. Ability to respond effectively to sensitive issues.Advanced experience in Excel including Pivot Tables; Intermediate skills utilizing Microsoft PowerPoint, Word, Outlook, OneNote, and TeamsStrong aptitude for learning new software systems and eagerness to become subject matter expert in Dynamics essential. Prior experience using Dynamics and PeopleSoft strongly preferred. Experience with financial analysis, analyzing the impact of the daily business operations and the impact on the financial outcomes is essential. Optional experience creating models in excel preferred but not required.TRAVELUp to 10% Nationally APTITUDE Demonstrates a strong sense of customer focus.Excellent verbal, and good basic standard of written, communication skills.Self-motivated and systematic.Results/ task orientated, attention to detail and accuracy.Excellent time management and organizational skills.Commitment to continuous improvement.Ability to comprehend, analyze and interpret complex documents.Ability to solve problems involving several options in situations.Ability to work independently and as part of a team.CHARACTERCommitted to customer service delivery.Reliable and committed.Confidential and discrete approach.Calm manner; able to work under pressure and with changing demands and priorities.Be flexible to work outside core office hours from time to time and travel to various client sitesDemonstrates Respect, Integrity, Service and ExcellenceSCOPE OF RESPONSIBILITY Decisions made with thorough understanding of procedures, company policies, and business practices to achieve general results and deadlines. Responsible for setting work unit and/or project deadlines. Errors in judgment may cause short-term impact to department.


















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