Latest Job Opportunities at CBRE Excellerate

About the role

• We are seeking a proactive and detail-oriented Business Support Administrator to coordinate procurement activities across our region. In this role, you will manage the bidding process for both existing and new potential customers, ensuring alignment with our business operational and financial targets. Top of Form

What you will bring

• Fluency in French - Essential for effective communication in our multi-lingual work environment.
• Grade 12. A Diploma in business administration or a similar qualification is advantageous.
• Minimum of 5 years' experience in procurement administration, with a strong understanding of supply chain principles and procedures.
• At least 2 years’ experience in tender administration, with a proven track record of managing and
  coordinating the tender process effectively.
• Working technical knowledge in the Facilities Management field, including familiarity with the FM supply chain.
• Computer literacy (MS Office).
• Knowledge of the different levels of B-BBEE codes and their implications for procurement.
• Strong attention to detail, analytical, and problem-solving skills.

What you will be doing

• As a Business Support Administrator, you will play a crucial role in managing and coordinating the procurement and tender processes to support our business objectives. Your key responsibilities will include:
• Supply Chain Liaison: Collaborate with preferred suppliers to support tenders and sales opportunities, ensuring alignment with the scope of service.
• Cost Analysis: Compare supply chain costs with tender requirements to ensure alignment and accuracy.
• Tender Management: Oversee the administrative aspects of the tender process, from unpacking tenders to managing submissions according to company procedures.
• Documentation: Maintain organized records of all tender-related information and correspondence in designated folders on the company server.
• RFQ and Tender Logging: Ensure timely logging and accurate completion of RFQs and tenders.
• Quotation Accuracy: Ensure comprehensive and commercially sound offers by receiving and integrating both costing and technical information.
• Contract Liaison: Work with the legal department to draft and manage supplier contracts.
• Internal Communication: Coordinate with various departments to support tender processes and business operations.
• Customer Interaction: Communicate with potential and existing customers as needed.
• Confidentiality: Adhere to commercial procedures and maintain confidentiality in all tender-related activities.
• Support Tasks: Assist with other relevant tasks as required.

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Job Description
Main purpose / objective of the position:

• To establish and maintain effective support services for the property management functions of the portfolio, primarily the administration of Lease Agreements.
• To effectively manage the portfolio on a Regional Basis, the objectives being the optimisation of rental income and accurate recording of lease terms.

Operational Deliverables:
Will include, but not limited to:

• Attend to leasing and lease renewals, reassessments, lease consolidations and terminations. Drawing up of lease schedules and documentation relating to obtaining approvals and acceptance of leases, facilitating the signing of lease agreements (from a landlord perspective).
• Capturing of all new lease agreements, lease renewals, reassessments and lease
• corrections on SAP.
• Assist accounting services, (Credit control), by arranging invoicing of rentals, adjustments, reconciliations, variance reporting and customer creation.
• Assist in compiling deviation reports and communicate. Implement preventative steps to prevent recurring.
• Keep, maintain and update detailed monthly status updates of own building and lease classifications.
• Assist with compiling property related reporting schedules.
• Actively maintain a reminder system to ensure finalisation of all matters pertaining to lease administration.

Decision making authority:

• Works within the broad framework of existing policies and guidelines, as amended from time to time. Required to work strictly within prescribed rules, routines & standards.

Experience / Education / Knowledge:

• Grade 12 or relevant qualification equal to NQF level 4.
• Additional Property related qualification of any NQF 5 or higher.
• A Bachelor’s Degree in Finance, Property Management, Business or Accounting will be an advantage.
• At least 3-5 years relevant experience in Property Management/Administration, i.e. leasing administration, financial accounting and negotiation/communication skills, directly interfacing with clients and providing general administrative support services.
• Knowledge of South Africa’s property industry, property markets and general administration/Accounting/Finance acumen.
• Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement.
• ERP Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures.

Skills required:

• Typing, Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP).
• Telephone Skills.
• Administration and organisational skills.
• Presentation skills.
• Interpersonal skills.
• Analytical/sound numeracy skills.