Administration Support Manager

2 weeks ago

Surrey, Canada Bouygues Energies & Services Full time

Administration Support Manager

Reporting to : P3 Services Manager

Core purpose of the job:
Oversees document management and control, budgets, and performance of the Administration and Parking Departments within each FM contract at all BC sites. Effectively manage, and develop the services within each site, using standards set by the Company and FM partnering contract for staff, clients, and visitors alike. Analyze data and provide recommendations, write reports, create presentations, and support administrative functions of all BC Contracts. Provide contractual performance in accordance with agreed budgets ensuring compliance with the Key Performance Indicators whilst continually enforcing cost efficiencies, and maximizing the value received. Maintain a close liaison with the Client FM Function in ensuring day-to-day requirements of delivering the FM contract are met.

Scope of Duties and Responsibilities:

- Maintain a close relationship with each Client and understand their FM requirements advising the Operations Managers on compliance with the Contract and Client satisfaction.
- Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained.,
- Ensure the effective management of relevant sub-contractors monitoring their performance against the appropriate KPI’s, administering the relevant finance and maintaining an auditable set of records.
- Manage the administrative team to ensure that assistance is provided to the facility management teams in collating information for reports and documentation, computerized records, and liaising with other corporate support teams when required.
- Manage the administrative team to ensure that assistance is provided to the facility management teams in producing and updating departmental H&S, QSE, and company/contract procedures and processes.
- Maintains administrative and parking staff by recruiting, selecting, orientating, and training employees. Supervises clerical and administrative personnel by communicating job expectations, appraising job results, and taking corrective action if necessary.
- Initiates and coordinates goals, deadlines, and projects for the administration department.
- Act as professional point of liaison on behalf of the department, dealing with all enquiries in a prompt and efficient manner.
- Analyze and interpret data, determine implications and provide recommendations.
- Document organizational processes, evaluate business models, and suggest new technological changes.
- Be an active member of the management team.
- Provide administrative support and produce minutes for meetings as required.
- Provide full administrative support by drafting correspondence and reports as necessary and ensuring that all paper and computer filing is effectively managed and maintained to provide ease of access to data.
- Develop and maintain various manuals, operational plans, policies and procedures, and other contractual reports, adhering to a strict document control procedure.
- Coordinate and organize meetings in effective and timely manner.
- Create presentations and training materials for the Sites.
- Manage the Parking requirements set out within the Services Contract and adhering to all policies and procedures in place.
- Act as the Alternate Company Security Officer (ACSO).
- Act as the GTAP QSE Officer and Reports Coordinator for the BC sites.
- Comply with the Company’s Policies, Management Plans and Procedures
- Fulfil Health & Safety responsibilities by adherence to the requirements of the Company's Health & Safety Policy and Health & Safety Management Plans
- Support the Company's Quality Policy Statement and actively participate in the achievement of the Company’s Quality objectives
- Undertake such other duties appropriate to the level and character of work as may reasonably be required within the Department / Service.
- Present data, reports, and presentations at large internal and external meetings on a regular basis.
- Actively participate in the creation and management of the Administration and Parking Services budgets.
- Manage Food services including budget and audits.

Essential Attributes:

- Previous experience in administrative management in a large organization. Five years of progressive administrative experience supporting managers with busy schedules and multiple priorities.
- Strong problem solving, critical thinking, leadership, coaching, interpersonal, verbal, and written communication skills.
- Experience working with high level contracts requiring attention to detail. Detailed contract interpretation and cross referencing skills.
- Ability to work autonomously and with a team. Manage priorities in an effective way, multi-task, handle regular interruptions and still meet deadlines.
- Ability to compose professional written documents and reports. Keep accurate records and manage the delivery of reports.
- Ability to analyze and interpret data, determine the implications of tha

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