Facilities Administrator

7 months ago

Surrey, Canada Bouygues Energies and Services Canada Limited Full time

**Reporting To**: Administration Support Manager

**Core Purpose of the Job**:
Providing coordination of the Parking department including data analysis, reporting, financial transactions, accounting, permit distribution, communicating parking policies, and providing general information regarding parking at the Facility.Provide administrative support to facility management functions as per operational requirements of the Project Agreement at the facility and Bouygues Energies & Services Canada.

**Scope of Duties and Responsibilites**:

- Assist in the regulation of the parking service at the facility using available parking spaces and adhering to the policies and procedures as per the Parking Guide and Parking contract.
- Maintain and update the department records and generate reports as required. Conduct periodic record audits to ensure parking information is up-to-date. Maintain, monitor and compile statistical information as directed promptly.
- Utilize strong technical skills with the ability to adapt to technological changes in record management systems and software upgrades. Remaining at the forefront of innovation relative to the department and implementing as needed.
- Update permit holder details, license plate etc, placing accounts on hold, reactivating accounts and cancelling parking accounts. Manage and issue permits using appropriate software.
- Manage the waitlist and associated inquiries, advising when parking becomes available and providing appropriate guidance on the registration process to new parkers. Confirm parking eligibility through the Business Centre or other appropriate employer.
- Coordinate the towing of vehicles in violation of the parking rules. Report parking meter failures and violations in the visitor lot.
- Maintain and foster good relations with tenants/parkers and ensure they are aware of the Parking department’s objectives and operations.
- Provide full administrative support to FM management by drafting correspondence and reports as necessary and ensuring that all paper and computer filing is effectively managed and maintained for ease of access to data.
- Develop and maintain various manuals, operational plans, policies, and procedures.
- Assist the facility management team in the effective management of the relevant sub
- contractors, administering all paperwork, and ensuring Records are accurate and auditable.
- Assist the facility management team in the effective management of the relevant sub
- contractors, administering all paperwork, and ensuring records are accurate and auditable.
- Coordinate and organize meetings in an effective and timely manner.
- General office administration duties such as refilling printing station supplies, office stationery supplies, supplies inventory, and placing supplies orders, organizing of Administration Department, checking and distributing mail and parcels, ad hoc administrative tasks to keep office workflows operating effectively.

**Essential Requirements**:

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