Provides administrative support to project team including preparation of presentations to client and training materials maintenance of calendars, meeting set-up and logistics, invoicing and travel. Gathers and organizes project data and maintains Sales Force or other project database used by the local team.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Oversees and manages project documentation and coordinates documentation revisions and distributions.
Prepares standard project status reports for project delivery team or work group, client and management. Reports typically include: status update, budget, schedule and risk.
Coordinates and schedules meeting and communication plan(s) regarding projects among team and/or client. Coordinates and obtains vendor quotations for processing. Coordinates change orders, change directives (CD) and contemplative change notices (CCN) with consultants and vendors. Contract administration, including attending tender openings and recording results, issuing letters of acceptance and regret, updating tender tracking log, setting up tender opening dates and inviting tender participants.
Enters project information data (i.e. project status updates, schedule updates, cash flow forecasts) and project documentation into project management technology tools (software applications, web-based tools, job cost accounting tools).
Processes documentation for project commitments (i.e. Agreements, Contracts, Work Authorizations, Purchase Orders).
Prepares and reviews invoices and pay applications for processing in accordance with compliance requirements as per established governance of clients.
Acts as a point of contact for escalated matters among the team.
Assists in project close-out procedures for all projects including: arranging archiving of hard copy files; receipts of necessary close out/turnover documents; compliance with close-out checklist; coordination of lien searches; receipt of occupancy and closed building permits and warranty manuals; receipt of As built and CAD drawings for submission to CAFM; and, collection of required documents for project audit.
Assists Project Manager in maintaining project metrics for SLA & KPI's.
No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance, and/or training to coworkers.
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
High School diploma or General Education Degree (GED) required. Associate's Degree (AA/AS) , College Diploma in Architecture or Engineering Technology or equivalent preferred. Minimum of one year(s) of related experience.
CERTIFICATES and/or LICENSES
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.
Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and/or ABILITIES
Intermediate skills with project management software and Microsoft Office Suite products.
Proven organizational skills. Ability to complete multiple tasks as assigned.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
Division Profile: With access to top-tier market intelligence, planning, local site selection and asset strategies, our Global Workplace Services offering includes Enterprise Facilities Management (EFM), Project Management (PJM), Advisory & Transaction Services (A&T), and Management Consulting. With over 3,300 specialists and 225+ LEED certified professionals, CBRE maintains the largest network of professional commercial real estate project managers worldwide. Our unmatched geographical coverage, combined with our optimized service delivery process, enables us to plan and execute a full suite of customized project management services for both users of and investors in commercial real estate. Service offerings include tenant improvements, office move coordination and management, branding, and environmental compliance and sustainability.
Thank you for your interest in CBRE. This position is being published in an effort to build our candidate pipeline for our upcoming opportunities. If an opportunity opens that matches your qualifications, we will reach out to you at that time. We are building a world-class organization with a world-class team and appreciate your interest in CBRE.
Internal Number: 19004616
With broader and deeper capabilities than any other company, CBRE is the leading full-service real estate services and investment organization in the world.
CBRE Group, Inc. is the world’s largest commercial real estate services and investment firm, with 2017 revenues of $14.2 billion and more than 80,000 employees (excluding affiliate offices). CBRE has been included in the Fortune 500 since 2008, ranking #214 in 2017. It also has been voted the industry’s top brand by the Lipsey Company for 17 consecutive years, and has been named one of Fortune’s “Most Admired Companies” in the real estate sector for six years in a row. Its shares trade on the New York Stock Exchange under the symbol “CBRE.”
CBRE offers a broad range of integrated services, including facilities, transaction and project management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development services.