The purpose of this position is to provide administrative support to the project management team and oversight on complex project documentation preparation; escalation point for project commitment, invoice & pay application processing; financial reconciliations; project reporting; 'administrator' role for project technology tools; and project delivery team or work group training resource.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Oversees and manages project documentation and coordinates documentation revisions and distributions.
Responsible for preparing project status reports for work group.
Coordinates meeting scheduling and communications plan regarding the project among for project delivery team or work group, client and management.
Enters project information and data into project management technology tools (software applications, web-based tools, job cost accounting tools).
Acts as a 'go-to' administrator for project tracking systems and websites. Oversees and processes documentation for project commitments (i.e. Agreements, Contracts, Work Authorizations, Purchase Orders).
Processes invoices and pay applications. Acts as a point of contact for escalated matters among the team.
Trains new project support team on project policies, administration and governance.
Assists management in the implementation of and monitoring the adherence to project governance practices and policies.
Assists with project administration deliverables (i.e. meeting minutes; budget tracking; schedule updates; move management; closeout). Assists in project closeout process including turnover documentation and financial reconciliation. Other duties may be assigned.
No formal supervisory responsibilities in this position.
May provide informal assistance such as technical guidance and/or training to coworkers.
May coordinate work and assign tasks.
EDUCATION and EXPERIENCE
High School diploma or General Education Degree (GED) required. Associate's Degree (AA/AS) or equivalent preferred. Minimum of 4 years of related progressive experience and/or training.
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 ABILITIES Intermediate skills with project management software and Microsoft Office Suite. Knowledge of project databases. Ability to maintain high level of confidentiality.
Understanding of regional Key Performance Indicators and how we achieve them
Complete audits of client CRM system, either Salesforce or Tririga to ensure data accuracy
Liaise with client stakeholders Finance, Sourcing etc. to ensure that we are capturing financial requirements on projects, quarterly accruals, FDOB Confirmations, bid stats etc.
Manage the Project Coordinator team, set expectations and hold accountable, coordinate resources and workloads etc.
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.
Internal Number: 19021909
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.