Administration Support Manager

3 weeks ago

Surrey, Canada Bouygues Energies and Services Canada Limited Full time

**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 & 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, and monitoring related budgets.
- 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 team 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 staff by recruiting, selecting, orientating, and training employees. Supervises clerical and administrative personnel by communicating job expectations, appraising job results, and taking corrective action when necessary.
- Initiates and coordinates goals, deadlines, and projects for their 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.
- Provide administrative support and produce minutes for meetings when required by any of the Bouygues Energies & Services management team.
- Provide full administrative support to the department 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 organise 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.

**Essential Attributes**:

- Previous experience in administrative management within large organization. Five years of progressive administrative experience supporting managers with busy schedules and multiple priorities.
- Strong problem solving, critical thinking, coaching, interpersonal, verbal, and written communication skills.
- Experience working with contracts requiring extreme attention to detail.
- Ability to work both autonomously and within a team environment and manage priorities in an effective way, multi-task, handle regular interruptions and still meet deadlines.
- Ability to compose professional written documentation and reports, keep accurate records and manage the delivery of reports.
- Ability to analyze and interpret data, determine implications and provide recommendations.
- Ability to deal with a diverse group of people in a calm, courteous and effective manner. Ability to exercise tact and discretion.
- Extremely effective communication skills with a talent for operating across different levels of the organization.
- Experience in creating

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