Business Support Coordinator at CBRE Excellerate

About the position: 

• The Business Support Coordinator is responsible for providing administrative and operational coordination support to the enterprise team and accounts, ensuring accurate documentation, stakeholder coordination, and support of financial and compliance processes in line with company standards and client requirements. The role supports the delivery of contracted facilities services by administering work orders, procurement processes, reporting, compliance documentation, and general administration. Additional to this, the BSC will help manage system migrations, database administration, user access control, system testing, and Chase administration support to Enterprise accounts. The incumbent contributes to service excellence, client satisfaction, and adherence to CBRE Excellerate policies, procedures, and values.

What will you bring:

• Grade 12 (Matric) or equivalent qualification.
• Minimum 5 to 8 years’ extensive knowledge and experience as a systems administrator in a CAFM system.
• Minimum of 1–3 years’ experience in a facilities administration, office administration, or coordination role.
• Experience within a corporate or service‑based facilities environment is advantageous.
• Must be legally eligible to work in South Africa.

Skills required:

• Strong administrative, organisational, and time‑management skills.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Chase system).
• Good verbal and written communication skills.
• Ability to multitask and manage competing priorities.
• Customer‑service and stakeholder‑focused approach.
• Advanced understanding of procurement and work order processes.
• Strong negotiation skills
• Basic accounting principles, incl. budgeting

Knowledge required:

• Facilities management processes, principles, and terminology.
• Work order and helpdesk systems.
• SAP & CHASE experience.
• Procurement administration (quotes, purchase orders, GRNs).
• Procurement policies and procedures
• Advanced financial administration (invoice tracking and reconciliations).
• Occupational Health & Safety principles and site compliance requirements.
• Company and client policies and procedures.
• Knowledge of server level agreements.

What will you be doing:
Business Support: 

• Create and manage Chase work orders, assign work orders to multiple vendors and subcontractors.
• Ensure GRN and completion by the prescribed deadlines.
• Provide reports on open and closed work orders.
• Procurement of products on request from departments or as per site requirements.
• Administration of suppliers and vendors.
• Provide training on work orders and billing procedures to vendors, clients, and enterprise teams across accounts.
• Support client representative
• Assist teams with new account transitions to ensure that all suppliers are onboarded, and POs issued.
• Assist in developing the PPM schedules on Chase and other CAFM platforms for the enterprise accounts.
• Assist with the creation of UAF forms for new starters and transition accounts.
• Train and support CAFM and SAP users across enterprise accounts.
• Provide back-up support to the Executive Assistant for company travel bookings, including flights, accommodation, and related arrangements, in accordance with company travel policies and approval processes.

Financial Management:

• Track client annual budget in line with expenditure.
• Assist site lead to control the monthly budget
• Reporting on budget deviations
• Debtors control on outstanding payments.
• Ensure supplier are received and processed on time.
• Work with Accounts payable to ensure timely payment to suppliers according to SLA and contracts.
• Management of cost recoveries
• Manage the body shop roles billing, mark-up, and that the burden rates are charged accordingly across MEA accounts.

Health Safety Environmental & Quality (HSEQ):

• Ensure CBX employees have access to cbre.com so they can complete their core safety & verification training across SSA
• Follow-up and keep track of training completion and report on them across SSA.
• Follow-up with site leads to complete their required site observations.