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Project Administration Supervisor

3 months ago

Ottawa, Ontario, Canada BGIS Full time

About BGIS

BGIS stands as a premier provider of tailored facility management and real estate solutions. With a dedicated workforce exceeding 6,500 globally, we are committed to fostering innovation through our services while continuously seeking new avenues to enhance our clients' operations. We oversee an extensive portfolio of over 320 million square feet across more than 30,000 locations worldwide, including North America, Europe, the Middle East, Australia, and Asia.

Position Overview

The Project Administration Supervisor plays a pivotal role in steering a team of project administrators. This position encompasses a variety of project administration tasks, such as maintaining comprehensive project documentation, executing project setups, and fulfilling financial and administrative closure requirements.

Key Responsibilities

  • Directing a team of project administrators and overseeing their daily workflow.
  • Establishing new projects within the online documentation system, and managing work authorizations and purchase orders.
  • Compiling and generating project data into comprehensive reports.
  • Serving as the subject matter expert on administrative procedures.
  • Preparing and coordinating meeting agendas and documenting meeting minutes.
  • Formatting data into Excel spreadsheets for clarity and analysis.
  • Reviewing the accuracy of invoices and purchase orders before advising the Project Manager on approvals or necessary corrections.
  • Identifying data discrepancies in weekly reports and proposing solutions to ensure data integrity.
  • Exercising sound judgment and discretion in communications with clients and vendors.
  • Translating verbal and written instructions into actionable tasks for the team.
  • Providing recommendations for the approval of purchase orders and work authorizations, as well as submitting reports to clients.

Qualifications and Skills

  • 3 to 5 years of experience in project administration.
  • A diploma from a community college or equivalent training.
  • Proven ability to lead and motivate a team of project administrators.
  • Advanced skills in project administration, coordination, and organization.
  • Capacity to maintain precise and accurate data.
  • Exceptional attention to detail.
  • Proficiency in extracting and compiling data into reports.
  • Effective communication skills for providing feedback and clarifying information.
  • Strong computer skills, particularly in MS Office applications such as MS Project, MS Excel, MS Word, and MS Outlook, along with the ability to quickly learn proprietary applications.
  • Ability to prepare agendas and minutes for both client and internal meetings.

Licenses and Professional Accreditation

  • No specific licenses required.
  • A demonstrated interest in pursuing accreditation from the Project Management Institute is preferred.

At BGIS, we recognize that diversity and inclusion are essential to our success. We are dedicated to maintaining a recruitment process that is barrier-free, ensuring equal employment opportunities for individuals from all backgrounds. Promoting diversity is a fundamental aspect of our ongoing pursuit of organizational excellence.