Facilities Administrator

Overview

Facilities Administrator

Reporting To: Administration Support Manager

Core Purpose of the Job: Provide administrative support to Facility Management functions by operational requirements of the Project Agreement at GTAP, JPOCSC, and Bouygues Energies & Services Canada.

Scope of Duties and Responsibilities

- 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 to provide for ease of access to data.

- Act as professional point of liaison on behalf of Bouygues Energies & Services dealing with all telephone and personal inquiries promptly and efficiently.

- Support the Administrative team, by engaging with the Parking Management tasks, and other team members to ensure cross-training within the department, covering other team members while on vacation or sick leave.

- Maintain and update the Parking Administration database ensuring information is stored accurately and the paperwork is stored appropriately.

- Maintain, monitor, and compile statistical information as directed promptly.

- Coordinate and data track estimates for minor works and internal projects.

- 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 collating information for reports and returns, digital records, and liaising with the finance team when required.

- Assist the facility management team in producing and updating departmental H&S, QSE, and company and contract procedures, manuals, and processes.

- Coordinate and organize meetings in an effective and timely manner.

- Provide administrative support and produce minutes for meetings when required by the management team for Bouygues Energies & Services.

- Scan and e-file soft copies of documents and records, and file hard copies of documents and records as required or directed.

- Comply with the Company’s policies, management plans, and procedures.

- Fulfill 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 Company and personal quality objectives.

- General office administration duties such as refilling printing station supplies, office stationery, supplies inventory, placing supplies orders, organizing the Administration Department, checking and distributing mail and parcels, and ad hoc administrative tasks to keep office workflows operating effectively.

- Undertake such other duties appropriate to the level and character of work as may reasonably be required within the Department / Service. Significant permanent changes in duties will require agreed revisions to be made to this Job Description.

Qualifications and Skills

- Two to three years of progressive administrative experience supporting managers with busy schedules and multiple priorities within large public organizations.

- Ability to type 55+ words per minute, with a high level of accuracy. Comfortable using hotkeys to limit keystrokes and prioritize efficiency.

- Secondary School completion, supplemented by supervisory and administrative courses.

- Strong customer service skills and experience in dealing with sensitive and confidential information.

- Excellent time management skills, managing priorities effectively, multi-tasking with regular interruptions and still meeting deadlines.

- High attention to detail and accuracy in composing documents, correspondence, and reviewing reports before submission to leadership.

- Ability to keep accurate records and manage the timely delivery of accurate reports.

- Effective oral and written communication, organizational and interpersonal skills.

- Positive, proactive, and flexible attitude to assigned tasks and hours worked with good time management skills.

- Ability to work autonomously as well as in a team environment.

- Ability to deal with a diversity of people in a calm, courteous, and effective manner regardless of their conduct.

- Ability to remain calm in emergencies and maintain confidentiality.

- Strong experience with MS Office software (Word, Excel, Outlook, Visio, PowerPoint, Access, MS Project).

- Proactive attitude in continuing learning skills and methodologies. Looking to grow with the company.

- Present in Canada for a minimum of 3 years.

- Willing to undergo RCMP background check.

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