Contract Support Assistant - determined period, maternity cover Job ID 219840 Posted 23-May-2025 Service line GWS Segment Role type Full-time Areas of Interest Administrative, Facilities Management Location(s) Athens - Attiki - Greece **Role and General Responsibilities** The Contract Support/FM Admin role provides comprehensive administrative and operational support across multiple functions including Facilities Management (FM), Procurement, HR, Finance, and QHSE. This position serves as a key liaison between internal departments, suppliers, and clients to ensure smooth operational flow and compliance with company procedures. **Job Tasks** **Supporting Facilities Management initiatives** + Manage supplier orders, communications for planned maintenance visits, and day-to-day support for client requests for unmanned sites + Follow up with suppliers for service delivery at unmanned sites + Process office supply orders (consumables, refreshments, cleaning supplies, first aid items) + Coordinate event management, communication with Facility Managers, prepare meeting minutes and agendas + Monitor communications and employee lists (manage changes, additions, removals in distribution lists and communication with IT support) + Handle mail duties for the office + Support on contracts management, monitoring expiration dates and renewals + Liaise with travel agency and manage travel arrangements when needed + Monitor supplier additions/removals in company systems + Conduct pre-sourcing activities (research suppliers on the market, collect offers, manage purchases) + Communicate with suppliers to ensure they have correct entity details + Prepare contracts using electronic signature systems and support quarterly contract reporting + Cross-check details before document processing + Complete new supplier onboarding documentation + Support on employee orientation management, monitor members, and complete necessary forms after probation period + Manage employee benefit card orders, monitor and follow up for forms from employees + Handle mobile phone provider communication and maintain list of members + Monitor self-service tools, collaborate with accounting team and employees regarding tickets and requests + Track overtime hours and changes of working hours, communicate with accounting team, prepare monthly reports + Create manual Purchase Orders on appropriate platforms + Support with supplier payments and set up new supplier templates in payment systems + Ensure invoice receipt from suppliers and follow up on discrepancies + Support finance department with document completion and submission for statutory purposes + Liaise with external accounting services provider for different inquiries and reports + Prepare financial reports for unmanned sites + Coordinate communication for occupational safety engineer and doctor visits, and follow up + Support with monthly inspection reports + Maintain health and safety documentation for unmanned sites + Provide support to all Facility Managers and Coordinators with client requests and operational guidance + Conduct office onboarding for new joiners (access, office tour, facility procedures presentation, office amenities, technical equipment provisioning) + Serve as the main point of contact for Building management + Monitor maintenance contractors' work and evaluate service quality + Develop processes and procedures to create compliant work environments (internal or client-based) + Support quality, health, safety and environment (QHSE) compliance and conduct client audits based on specific processes and procedures when requested + Audit and document compliance with codes, regulations, policies, and standards + Ensure all documentation is prepared for relevant authorities + Maintain quarterly audit compliance documentation + Collect, verify, analyze, and report facilities management data from various sources + Prepare regular reports on monthly operations activities + Create any reports requested by management and clients + Maintain data integrity and confidentiality **Professional Conduct** + Maintain a professional appearance and polite interaction at all times + Demonstrate initiative in performing assigned tasks + Actively participate in cross-departmental projects + Promote improvement of working conditions related to health, safety, and environment **Required Skills and Experience** + 2-3 years of experience in a similar role, preferably in a corporate environment + Excellent command of English, both verbal and written + Client service oriented with expertise in client care + Positive, solutions-driven attitude that brings added value to the team + Organized individual with strong attention to detail + Excellent communication skills + Proficiency in Microsoft Office and relevant business systems CBRE GWS CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies. Find out more (https://www.cbre.com/real-estate-services/directory/global-workplace-solutions) CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)