Job Description:
As a CBRE Studio coordinator, you will provide business operations administrative support to multiple departments or managers. This job is part of the Office Operations function. They are responsible for providing office support to a client, business function or individual contributor.
As part of CBRE Design Collective, you will be focused on assisting our design leadership with general administration, document production and financial activities.
What you’ll do:
* Provide practical support to the team to enable them to focus on producing exceptional work.
* Provide executive assistance to the UKI Design Lead.
* Promote the design team within CBRE Ireland, the global Design Collection and the wider (Irish & UK) market.
* New business development to ensure a strong pipeline of opportunities through 2025 and beyond, and that we are responding as well as we can to those opportunities.
* Supporting process and practice development, particularly important at a time when multiple new systems and technologies are being adopted (e.g., Sharepoint, AI).
* Financial support, ensuring prompt payment for our work (and to our suppliers and CBRE partners).
* Generally foster and support a culture of learning, curiosity and sense of possibility.
* Provide hands-on support to the team via:
o Facilitating onboarding.
o Organising travel.
o General office support, e.g., meeting rooms, catering, printing, stationery, etc.
o Support with sourcing, scheduling & organising regular CPDs/ training.
o Maintain regular two-way communication with the Design Collective, disseminating important information to the team.
o Maintain, manage, expand and organise sample library.
o Social events.
o Assists with department expenses.
* Raise the external profile of CBRE Design Collective with the architecture & design community by:
o Sourcing & entering relevant awards.
o Organising events e.g., roundtable discussions, co-hosting with other departments or outside organisations.
o LinkedIn – scheduling & drafting posts showcasing work.
o Promoting & encouraging team members’ participation, e.g., where there may be relevant local festivals, talks or opportunities to volunteer.
* Raise the internal profile of CBRE Design Collective by:
o Developing & strengthening relationships with the rest of the business.
o Creating & circulating general and typologies-based brochures of architectural & design services.
o Organising informal internal events, such as ‘lunch & learn’.
o Submitting material for internal website and newsletters.
* Support business growth by:
o Fielding initial enquiries and monitoring e-Tenders for opportunities.
o Keeping an updated ‘pitch library’ of current resources, e.g., image library, case studies, CVs.
o Helping to draft and format pitches/ presentations.
o Collating more formal information requests.
o Coordinating where contributions are required from other departments/ parts of CBRE/ consultants.
o Scheduling a sufficient review process & ensuring timely uploading of submission.
* Support live projects by:
o Setting up and management of Sharepoint (both internal and external project files).
o Scheduling and support with client meetings, e.g., tech support and preparation of documents.
o Drafting formal/ standard documents, such as letters of engagement, contracts.
o Assist with resource planning.
* On an interim basis, assist in the financial function of the team as it decouples from PjM by:
o Management of CIQ for billing (FUMO splits, creating instalments, marking when ready to invoice, ensuring revenue recognition requirements are met).
o Management of CIQ dashboard.
o Running conflict of interest checks.
o New customer checks (AML & ECS).
o New vendor requests.
o Creating project numbers (PeopleSoft).
o Creating and managing POs (Coupa).
o Chasing payment of invoices.
o Point of contact for finance team.
What you’ll need:
* A bachelor's degree in a relevant field.
* Leadership skills to motivate the team to achieve broad operational targets with impacts on own job discipline, multiple job disciplines, and department.
* A comprehensive understanding of a range of processes, procedures, systems, and concepts within own job function is required.
* Proficiency in Microsoft Office, Salesforce, InDesign and the like.
* Advanced organizational skills with an inquisitive mindset.
* Ability to work effectively and independently as part of a team and to communicate ideas effectively.
* Strong organizational skills, attention to detail, and the ability to meet deadlines.
* Familiarity with architectural trends and practices.
* Excellent problem-solving abilities.
* Excellent communication skills, both written and verbal, are essential.
* A passion for architecture and design.
Work Experience:
Ideal candidates will have experience working with teams of architects or allied professionals and possess an understanding and appreciation of design and operating a design-focused business.
Candidates should also have experience providing professional support in a complex and dynamic organisation. A general understanding of real estate would be advantageous.
Reporting to:
This role reports directly to the UK&I Head of Design.
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