Associate Administrative Support

2 weeks ago

Ottawa, Canada Bell Canada Full time

Req Id: 408636

At Bell, we do more than build world-class networks, develop innovative services and create original multiplatform media content - we advance how Canadians connect with each other and the world.

If you’re ready to bring game-changing ideas to life and join a community that values, professional growth and employee wellness, we want you on the Bell team.

Corporate Services is at the centre of the action, providing the support that enables Bell’s industry leadership. Our Corporate Security & Responsibility, Communications, Human Resources, Procurement & Value Creation and Real Estate teams work collaboratively to drive our corporate strategy forward.

**Name and description of the hiring department**:
The Real Estate Services group is located in the Corporate Services division of Bell Canada, and manages the real estate portfolio of BCE and its subsidiaries. Our mandate is to provide all Bell Canada and BCE employees with efficient and dynamic work environments while helping the company meet its business objectives by optimizing its real estate portfolio. We are also responsible for the reliability of electro-mechanical systems and general maintenance of building infrastructure, including employee workspace, telecommunications facilities and equipment storage.

We are currently seeking an Associate Administrative Support to join our team.

**Job Duties / Accountabilities**:

- Responsible for providing administrative support for the day-to-day operations of the region. This position will provide support to a team of approximately fifteen managers, including, but not limited to: coordinating meetings, booking travel, preparing timesheets, presentations, management/customer reports and expense reports, using Excel, Word and PowerPoint. This position is a key component to ensuring financial transactions are complete in a timely way
- Interfaces with other Bell teams, SNC, landlords, customers and vendor/contractors building strong relationships
- Processes and codes all invoices and works with Finance to ensure system information is up-to-date
- Create purchase orders and verify payments
- Coordinates all meetings, conferences, catering requirements and travel arrangements
- Receives and processes all mail
- Prepare letters, presentations, reports and spreadsheets as required
- Completes other administrative duties as assigned
- Assists preparation of operating and capital budget spreadsheets for all managers in the region
- Sets up and maintains current records and files both electronically and when required in hard copy for entire team
- Prepares contact lists, databases of Bell sites etc. and keeps up
- to-date
- Maintains the database of contractors’ and supplier's records
- Administers employee timesheets/ track training and team’s vacation schedule
- Works with Manager - Building Services and CSAC to ensure security cards are issued to contractors, employees and tenants as required
- Creates, maintains and updates various reports
- Act as back-up for other teams part of Building Operations during vacations and other situations resulting in the absence of a peer

**Essentail Qualifications / Comptenecies**:

- At least 2 years administrative experience
- Fluent in English and working knowledge in French
- Strong verbal and written communication skills
- Basic knowledge of Microsoft Office Word, Excel and being able to demonstrate it
- Professional and approachable
- Excellent organization and planning skills
- Demonstrates initiative and committed to the concept of continuous learning
- Ability to work with a minimum of supervision and direction

**Preferred Qualifications / Competencies**:

- Administrative background with an emphasis on customer service and accounting principles and methodologies
- Kwowledge of JD Edwards and SAP
- Strong time management and communication skills (verbal and written)
- Strong interpersonal skills to work equally well with tenants, unionized employees, Union representatives, trades and executives
- At least 2 years experience in management of technician's schedules, time entry and the production of associated reports
- A least 2 years experience the creation of Purchase or Work orders and their processing leading to vendor payments
- Strong customer service skills
- Proactive and action oriented with proven ability to work with a minimum of supervision and direction
- Knowledge of Facility Management

**Working Condition**:

- Working conditions will be governed by terms and conditions of the Clerical and Associated Employees Collective Agreement of Bell
- Monday to Friday schedule (37.5 hours a week)

EmployeeReferralProgram

Adequate knowledge of French is required for positions in Quebec.

**Additional Information**:
**Position Type**:Union
**Job Status**:Regular - Full Time
**Job Location**:Canada : Ontario : Ottawa
**Flexible work profile**:Mobile
**Application Deadline**:03/18/2023

All team members are expected to reside in Canada and within

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