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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 professionals worldwide, we are committed to fostering innovation through our service offerings while continuously seeking new avenues to enhance our clients' operational effectiveness. We oversee an extensive portfolio of over 320 million square feet across more than 30,000 locations in North America, Europe, the Middle East, Australia, and Asia. For further insights, please visit our website.

Position Overview

The Project Administration Supervisor plays a pivotal role in leading a team of project administrators. This position entails managing various project administration functions, which include maintaining essential project documentation, facilitating project initiation, and ensuring comprehensive financial and administrative closure.

Key Responsibilities

  • Directing a team of project administrators and overseeing their daily workflows.
  • Establishing new projects within the digital filing system, including the completion of work authorizations and purchase orders.
  • Compiling and generating project data for reporting purposes.
  • Serving as the authority on administrative procedures.
  • Preparing and coordinating agendas and minutes for meetings.
  • Organizing data into Excel spreadsheets.
  • Verifying the accuracy of invoices and purchase orders before recommending approval to the Project Manager.
  • Identifying and resolving data discrepancies in weekly reports to uphold data integrity.
  • Exercising sound judgment and discretion in communications with clients and vendors.
  • Effectively translating verbal and written instructions to allocate tasks to the team.
  • Providing recommendations for purchase order approvals and submitting reports to clients.

Qualifications and Skills

  • 3 to 5 years of experience in project administration.
  • Completion of a community college diploma 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 data records.
  • Exceptional attention to detail.
  • Proficiency in extracting and compiling data for reports.
  • Effective communication skills for providing feedback and exchanging information.
  • Strong computer skills, particularly in MS Office applications, including MS Project, MS Excel, MS Word, and MS Outlook, along with the ability to quickly learn proprietary applications.
  • Experience in preparing meeting agendas and minutes for both client and internal discussions.

Licenses and Professional Development

  • No specific licenses required.
  • Interest in pursuing Project Management Institute Accreditation is encouraged.

At BGIS, we are dedicated to fostering a diverse and inclusive workplace, recognizing its significance as a key driver of business success. We are committed to a recruitment process that is free from barriers, ensuring equal employment opportunities for individuals from all backgrounds. Promoting diversity is integral to our ongoing pursuit of organizational excellence.