Latest Jobs at CBRE Excellerate

About The Role

• The Contract Support role is a key position that provides crucial administrative, financial, and operational support to the Facilities Manager in managing the facilities management portfolio. You will be responsible for ensuring the smooth execution of facilities management services while maintaining alignment with contractual obligations, client expectations, and company standards. This role will require you to coordinate and support various activities related to contract management, monitor performance, and assist with the implementation of strategies that enhance service delivery. You will play an integral part in ensuring that facilities management operations run efficiently and effectively, contributing to the overall success of the business.

What You Will Bring

• A degree in Law, Finance, or a similar qualification, with 3-5 years’ experience in contract management.
• Chartered Secretary or relevant professional certifications a strong recommendation.
• Experience in managing or supporting accounts payable (AP), accounts receivable (AR), and financial reporting.
• Expertise in invoicing, credit notes, accruals, and provisions within a corporate environment.
• Strong report writing skills and advanced proficiency in MS Office, especially MS Excel.
• Excellent written and verbal communication skills.
• Proficient in contract analysis and managing contractual frameworks, particularly in facilities management or service-based industries.
• In-depth knowledge of cost control, budget management, and financial reporting principles.
• Familiarity with accounts receivable and accounts payable processes, including invoicing, credit notes, open POs, and GRN drivers.

What You Will Be Doing

Financial Administration and Business Support (50%):

• Support the Business Unit Lead in managing financial aspects of facilities management contracts, ensuring compliance with financial procedures. Monitor and manage financial transactions, including accounts payable (AP), accounts receivable (AR), accruals, provisions, invoicing, and maintaining accurate financial records. Assist in preparing financial reports, management accounts, and tracking office expenses.

Cost Control and Budget Management (10%):

• Assist in monitoring budget performance, ensuring all financial transactions are within approved limits. Identify areas for cost savings and inefficiency and contribute to strategies for optimizing contract performance. Track open purchase orders (POs), goods receipt notes (GRNs), and financial documents.

Contractual and Administrative Support (10%):

• Provide administrative support for contract management activities, including renewals, amendments, and compliance checks. Assist the Facilities Manager to ensure contract execution aligns with client expectations and company policies. Prepare and maintain documentation, such as reports, meeting minutes, and correspondence.

Reporting and Performance Monitoring (15%):

• Generate and analyze financial and operational performance reports for internal and external stakeholders. Monitor Key Performance Indicators (KPIs) and service-level agreements (SLAs) to ensure contract performance meets agreed standards. Support the development and presentation of reports to senior management and clients.

Internal Support and Collaboration (10%):

• Collaborate with internal departments like AP, AR, Management Accounts, Commercial Teams, and Site Leads to ensure smooth contract execution. Assist with documentation, reporting, and keeping all parties aligned on contract progress and performance. Participate in regular meetings with internal stakeholders.

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About The Role

• As an IMS Coordinator, you will play a key role in ensuring the seamless implementation and management of the Integrated Management System (QHSE and Operational Excellence) within our organization. Your responsibilities will include maintaining comprehensive documentation, ensuring compliance with internal policies and external regulations, and overseeing training programs to enhance IMS awareness.

What You Will Bring

• A degree or similar qualification in quality management, safety management, environmental science, or operations management.
• 3-5 years of experience in quality or safety management, with a strong focus on Integrated Management Systems (IMS).
• Proficiency in MS Office, with experience using Nuvolo and/or Sage systems for managing IMS performance and compliance tracking.
• Strong verbal and written communication skills, including report writing expertise.
• In-depth knowledge of Integrated Management Systems (QHSE and Operational Excellence) and their application within an organization.
• A solid understanding of local regulations, industry standards, and corporate policies related to quality, health, safety, and environmental management.
• Familiarity with safety audits, compliance documentation, and the maintenance of accurate records for regulatory reporting and internal assessments.
• Knowledge of risk assessment and mitigation strategies to enhance operational efficiency and ensure compliance.

What You Will Be Doing

• Overseeing the implementation and management of the Integrated Management System (IMS) to ensure compliance with quality, health, safety, and environmental standards.
• Developing and maintaining documentation related to IMS processes, safety audits, and training programs.
• Monitoring and analyzing IMS performance metrics, identifying areas for improvement, and driving optimization initiatives.
• Coordinating training programs to raise IMS awareness and ensuring all staff understand their roles within the system.
• Preparing and presenting reports on IMS performance, audit results, and compliance status to management.
• Collaborating with internal departments, contractors, and service providers to ensure regulatory compliance and proper documentation.
• Supporting the Facilities Management team to foster a culture of compliance and continuous improvement across operations.

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About the role

• We are seeking a highly organized and proactive individual to provide essential administrative support to the Key Account Manager and the broader team. In this role, you will be responsible for a range of administrative tasks, including human resources administration, managing office consumables, coordinating uniform orders, planning and organizing events, processing purchase orders and quotes, handling travel arrangements, and overseeing monthly cost management.
• You will also manage supplier relationships, assist with catering and procurement administration, and ensure the client receives timely and accurate information, including library services. This is a dynamic position requiring excellent organizational skills and a strong attention to detail.

What you will bring

• Grade 12 (SS3)
• A Diploma or similar qualification in Business Administration, Office Management, Facilities Management, or a related field (preferred)
• Certifications or training in Project Management, Procurement, or Administration (added advantage)
• 2-3 years of experience in a similar administrative or support role, ideally in facilities management, office operations, or a related industry
• Experience in managing office supplies, purchase requisitions, and vendor management (preferred)
• Computer literacy (MS Office)
• Strong verbal and written communication skills
• Report writing skills
• Basic numeric skills
• Proficiency in drafting clear and concise emails, reports, and meeting minutes
• Strong filing and documentation skills, ensuring proper storage and easy retrieval of records
• Basic understanding of facilities management functions and principles
• Strong knowledge of basic office operations, including supply management, invoicing, and maintaining office consumables records
• Knowledge of administrative support functions such as scheduling meetings, coordinating appointments, and maintaining calendars
• Basic knowledge of health, safety, and environmental regulations relevant to office operations

What you will be doing

Administrative Support: Assist the Key Account Manager and team with various administrative tasks, ensuring smooth office operations and efficient coordination.

• Office Operations: Manage office consumables, including ordering and maintaining inventory records, and handle uniform orders for staff.
• Event Planning & Travel: Coordinate events, travel arrangements, and schedules, ensuring seamless logistics and support for team activities.
• Procurement Administration: Handle purchase orders, quotes, supplier management, and assist with procurement activities, ensuring timely and cost-effective purchases.
• Cost Management: Track and manage monthly costs, ensuring adherence to budgetary guidelines.
• Vendor Management: Provide support in managing vendor relationships, ensuring smooth service delivery and timely procurement of supplies.
• Client Engagement: Provide the client with relevant information, including managing library services and responding to service inquiries.
• Documentation & Reporting: Maintain accurate records, prepare reports, and track key tasks and actions to ensure efficient workflow and effective communication across departments. Build and maintain strong client relationships.

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About The Role

• We are seeking a dedicated and proactive Assistant Facilities Manager to join our team. In this role, you will be responsible for ensuring the smooth and efficient delivery of facilities management services across the business. You will manage and administer a wide range of services, including switchboard/reception duties and handyman functions.
• You will greet visitors, manage incoming calls, and assist with a variety of administrative tasks, while also supporting the facilities team with coordination duties. By effectively managing these responsibilities, you will help create a welcoming environment for clients, employees, and visitors, contributing to a positive experience and the overall efficiency of the site.

What You Will Bring

Education and Experience:

• Grade 12 (Secondary School Certificate)
• Additional certifications in office administration or facilities management are an advantage
• At least 2 years of relevant experience in a receptionist, administrative, or customer service role, ideally in a facilities management or corporate environment
• Experience in a client-facing or front-desk role is highly desirable

Skills Required:

• Strong administration skills with attention to detail
• Professional telephone etiquette and communication skills
• Excellent verbal communication skills, with the ability to interact at all management levels
• Proficient in standard office software (Microsoft Office Suite, email, and scheduling software)

Knowledge Required:

• Basic understanding of health and safety protocols, including emergency procedures
• Knowledge of basic facilities management tasks, including handling maintenance requests and coordinating office logistics
• Familiarity with security procedures, visitor registration, access control systems, and confidentiality

Competencies Required:

• Strong communication skills
• High drive and productivity levels
• Customer and quality-focused mindset
• Accuracy and attention to detail
• Problem-solving and decision-making abilities

What You Will Be Doing

You will be responsible for the following:

Reception and Front Desk Duties

• Greet visitors, employees, and contractors in a professional and welcoming manner
• Manage visitor sign-ins and direct them to the correct location, keeping accurate visitor logs
• Answer and route phone calls to the appropriate departments, taking messages when necessary
• Receive, sort, and distribute mail, packages, and deliveries to the relevant parties

Administrative Support

• Schedule appointments, meetings, and events, ensuring no scheduling conflicts
• Input and update data such as visitor logs, incident reports, and site-related information
• Organize and file documents (both physical and electronic) for easy access and retrieval
• Draft emails, letters, and other documents as required

Facilities Coordination

• Serve as the main point of contact for facility-related issues or maintenance requests
• Oversee meeting room bookings and ensure they are fully equipped with necessary materials and technology
• Monitor and order office supplies, including stationery, printer cartridges, and cleaning materials
• Ensure safety procedures are communicated to visitors and assist with emergency protocols when needed
• Coordinate with third-party contractors, vendors, and suppliers for repairs or installations
• Assist in organizing company events, meetings, or conferences held at the site
• Ensure office equipment (e.g., copiers, printers) is functioning and well-maintained
• Support facilities managers with generating regular reports on building performance and office utilization

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Role Summary

• Workplace Experience Coordinator will be positioned at the reception desk from Monday to Friday from 8:00 to 17:00. The coordinator is responsible for the development and maintenance of relationships with associates and other stakeholders to ensure a high level of customer service.
• She/He are responsible for maintaining and managing the organization’s facilities, including managing building maintenance, repairs, and coordinating services to ensure efficient and safe operations, and support the operation with administration requests related to their job responsibilities.

Responsibilities
Reception

• Provide welcome service to all visitors, issue badges, maintain the visitors logbook, informing associates of their arrival or directing the visitors to the relevant meeting room.
• Facilitate and respond to Facilities support related queries and requests from associates, contractors, and visitors.
• Follow up on Facilities support requests, ensuring timely resolution and provide feedback accordingly.
• Monitor and manage facility access and safety protocols, including security systems and protocols

Mail Management

• Receive and sign for mail and other deliveries, inform addressees and ensure timely deliveries.

Switchboard

• Operate switchboard (if applicable), handle general telephone enquiries, and pass on messages to appropriate associate.

Facility Management

• Manage repairs, maintenance, and upkeep of company facilities, including building systems and appliances.
• Conduct frequent site inspections to identify any repairs and renovations that will be required relating to technical assets, structure and/or systems to ensure compliance.
• Conduct checks on on-site services daily and address all concerns or non-conformances with Landlord to rectify.
• Arrange for regular maintenance of equipment and internal systems where applicable.
• Ensure compliance with all regulations and codes related to building safety and maintenance.
• Provide regular reports to line management where requested.

Stock Management

• Ensure that stock levels are maintained for office consumables, stationery and beverage consumables.
• Order stock where required to maintain levels and ensure that adequate stock is available for the needs of the operation.
• Implement and maintain a stock issuance sheet to monitor trends and ensure that levels are adjusted based on needs where appropriate.

Administration

• Support associates with the facilitation of taxi’s, car hire and rental services where requested
• Support Vehicle Maintenance scheduling and bookings where required.
• Support in-house events and special celebration days.
• Receive, treat, and redirect and follow up on payment of all facilities related invoices.
• Monitor facilities related contract expiration, initiate contract renewal and initiate contract issuance for new vendor on the system
• Administer Facilities PO Request and laisse with Africa Purchase Team on PO creation, uplift, and cancellation.
• On-boarding of Vendors/Contractors where required.
• Monitor and track invoices for all facilities related services.

Vendor, Contractor & Landlord Management

• Work with vendors, contractors, and property managers to ensure timely completion of repairs and maintenance tasks.
• Laisse with Landlord, Ocean Private, on matters relating to the office space such rent, maintenance, bills, invoicing etc.

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What You Will Bring

• At least 5 years experience in Facilities Management.
• Computer literacy (MS Office)
• Qualification in Facilities Management is a strong recommendation.
• Proven experience in managing health and safety protocols, including reporting and investigating incidents, passing QHSE audits, and maintaining robust hazard reports.
• Demonstrated ability to deliver exceptional service, manage client expectations, and maintain effective business relationships.
• Strong leadership skills with experience in developing and implementing personal development plans, performance management, and promoting diversity and inclusion.
• Experience in managing budgets, ensuring timely billing, and following up on payments. Ability to liaise with clients regarding contract renewals, fee adjustments, and business reviews.
• Proficiency in managing supplier relationships, including procurement, evaluation, and performance measurement.
• Strong skills in preparing and submitting business reviews and financial reports.
• In-depth understanding of facilities management, including both technical and soft service areas.
• Excellent written and verbal communication skills, with the ability to interact effectively with clients, team members, and vendors.
• Ability to work in a high-pressure environment, manage multiple tasks, and adapt to changing priorities while maintaining a focus on service excellence and compliance.

What You Will Be Doing

Health and Safety:

• Report and investigate all accidents and incidents per CBRE procedures, ensuring preventive actions and sharing lessons learned.
• Pass all QHSE audits, complete and close actions within the designated time as per the annual schedule.
• Submit robust and meaningful Hazard Reports (minimum one per month) on Harbour.
• Complete all QHSE-related training according to the training matrix within stipulated timelines.
• Establish and maintain standard log-books.
• Adhere to internal reporting processes to avoid penalties and escalations.
• Ensure work permit processes are in place and followed.
• Provide evidence of decreased total recordable incident rates.
• Participate in client audits and inform CBRE Excellerate of annual scores.

Client Liaison:

• Deliver timely, cost-effective, and high-quality services to ensure client satisfaction.
• Develop a deep understanding of the client’s business and expectations.
• Apply an experienced approach in client interactions.
• Integrate CBRE Excellerate’s best offerings into client service.
• Schedule and conduct regular client meetings, including weekly calls and monthly site visits.
• Build and maintain effective business relationships with key client interfaces.
• Minimize client escalations.

People Management:

• Implement personal development plans aligned with the mentor program.
• Uphold and exemplify CBRE Excellerate’s RISE values.
• Conduct performance evaluations, set meaningful goals, and provide open feedback.
• Assess, hire, promote, and develop diverse talent, including managing high performers and underperformers.
• Foster a diverse, inclusive, and innovative work environment.

Ethics and Compliance:

• Enforce CBRE Excellerate’s Code of Conduct and Ethics with zero tolerance for non-compliance.
• Complete all ethics and compliance training and activities timely for staff, subcontractors, vendors, and suppliers.
• Actively participate in and enhance the Ethics and Compliance culture.

Financial Management:

• Ensure compliance with operational budgets and financial policies.
• Achieve or exceed monthly GM targets and ensure prompt billing and payment collection.
• Manage client contract renewals and inform CBRE Excellerate of any contractual changes impacting fees.
• Address increases in management fees and resource charges.
• Submit monthly business review reports and capture all contract variations.

Vendor Management:

• Interface with and manage suppliers, including procurement functions, evaluation, and performance measurement.

Reporting:

• Prepare and deliver monthly business reviews, financial reports, and client reports.
• Maintain regular communication and reporting on all relevant aspects.

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About The Role

• We are looking for a highly organized and customer-focused Receptionist to be the first point of contact for all individuals entering the facility. In this position, you will play a crucial part in ensuring smooth daily operations by providing essential administrative support and facilities coordination.
• You will greet visitors, manage incoming calls, and assist with a variety of administrative tasks, while also supporting the facilities team with coordination duties. By effectively managing these responsibilities, you will help create a welcoming environment for clients, employees, and visitors, contributing to a positive experience and the overall efficiency of the site.

What You Will Bring

Education and Experience:

• Grade 12 (Secondary School Certificate)
• Additional certifications in office administration or facilities management are an advantage
• At least 2 years of relevant experience in a receptionist, administrative, or customer service role, ideally in a facilities management or corporate environment
• Experience in a client-facing or front-desk role is highly desirable

Skills Required:

• Strong administration skills with attention to detail
• Professional telephone etiquette and communication skills
• Excellent verbal communication skills, with the ability to interact at all management levels
• Proficient in standard office software (Microsoft Office Suite, email, and scheduling software)

Knowledge Required:

• Basic understanding of health and safety protocols, including emergency procedures
• Knowledge of basic facilities management tasks, including handling maintenance requests and coordinating office logistics
• Familiarity with security procedures, visitor registration, access control systems, and confidentiality

Competencies Required:

• Strong communication skills
• High drive and productivity levels
• Customer and quality-focused mindset
• Accuracy and attention to detail
• Problem-solving and decision-making abilities

What You Will Be Doing

You will be responsible for the following:

Reception and Front Desk Duties

• Greet visitors, employees, and contractors in a professional and welcoming manner
• Manage visitor sign-ins and direct them to the correct location, keeping accurate visitor logs
• Answer and route phone calls to the appropriate departments, taking messages when necessary
• Receive, sort, and distribute mail, packages, and deliveries to the relevant parties

Administrative Support

• Schedule appointments, meetings, and events, ensuring no scheduling conflicts
• Input and update data such as visitor logs, incident reports, and site-related information
• Organize and file documents (both physical and electronic) for easy access and retrieval
• Draft emails, letters, and other documents as required

Facilities Coordination

• Serve as the main point of contact for facility-related issues or maintenance requests
• Oversee meeting room bookings and ensure they are fully equipped with necessary materials and technology
• Monitor and order office supplies, including stationery, printer cartridges, and cleaning materials
• Ensure safety procedures are communicated to visitors and assist with emergency protocols when needed
• Coordinate with third-party contractors, vendors, and suppliers for repairs or installations
• Assist in organizing company events, meetings, or conferences held at the site
• Ensure office equipment (e.g., copiers, printers) is functioning and well-maintained
• Support facilities managers with generating regular reports on building performance and office utilization