Administrative Supervisor

3 weeks ago

Surrey, British Columbia, Canada Bouygues Energies & Services Full time

Job Summary:

The Administration Supervisor will oversee the general administration of the office, ensuring compliance with company policy and contractual requirements. This role will support the Administration Manager in the operation of the GTAP project.

Key Responsibilities:

  1. Maintain a close relationship with the Client and understand their FM requirements, advising the General Manager on compliance with the Contract and Client satisfaction.
  2. Oversee the general administration of the office, ordering office-related materials, equipment, and supplies as required, maintaining inventory of supplies, and monitoring related budgets under direction.
  3. Ensure the effective management of relevant sub-contractors, monitoring their performance against the appropriate KPIs, administering the relevant finance, and maintaining an auditable set of records.
  4. Oversee the administrative team to ensure that assistance is provided to the facility management team in collating information for reports and returns, and computerized records, and liaising with the finance team when required.
  5. Oversee the administrative team to ensure that assistance is provided to the facility management team in producing and updating departmental H&S, QSE, and company and contract procedures and processes.
  6. Oversee the administrative team to ensure that assistance is provided to the facility management team with the administration of staff training coordination and records. Establish staff goals and performance standards.
  7. Act as a professional point of liaison on behalf of the department, dealing with all telephone and email enquiries in a prompt and efficient manner.
  8. Provide administrative support and produce minutes for meetings when required by any of the Bouygues Energies & Services management team.
  9. 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 for ease of access to data.
  10. Develop and maintain various manuals, operational plans, policies, and procedures to improve efficiency.
  11. Oversee the scheduling and planning of meetings and events in an effective and timely manner. Assist with special projects as needed.

Requirements:

  1. Previous experience in administrative support within large public organizations. Five years of progressive administrative experience supporting managers with busy schedules and multiple priorities.
  2. Previous experience managing a small team dealing effectively with performance and absence management issues, etc.
  3. Experience working with contracts requiring extreme attention to detail.
  4. 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.
  5. Ability to compose professional written documentation, keep accurate records, and manage the delivery of reports.
  6. Ability to analyze and interpret data, determine implications, and provide recommendations.
  7. Ability to deal with a diverse group of people in a calm, courteous, and effective manner. Ability to exercise tact and discretion.
  8. Effective oral and written communication, organizational, and interpersonal skills. Strong Customer Service orientation.
  9. Experience in taking minutes and providing administrative support to a management team.
  10. Excellent working knowledge of Microsoft software (Word, Excel, Outlook, Visio, PowerPoint, Access, MS Project).
  11. File management and stock control experience.
  12. College diploma in Business Administration.
  13. Procurement experience.

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