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At Bouygues Energies and Services we aim to foster work environments that are client focused, results-orientated and collaborative. Bouygues Energies & Services is a leading provider of Facility Management services to a range of clients across Canada and, through our parent company, globally. Our Canadian projects include the government, aviation industry, and healthcare and entertainment sectors with contract duration ranging from short term to 28 years. With our sister company, Plan Group, we have significant reach into all asset classes. Our offices include Vancouver, Winnipeg, Montreal, Ottawa and Toronto.
We take pride in providing partnerships with our clients, providing facility management and energy solutions. Whether creating modern and imaginative work spaces, enhancing carbon and green performance, or delivering high quality facility services, we will bring our imagination, energy and technologies to deliver a unique client experience that creates tangible value and benefit to our clients and partners.
Our core values of safety, integrity, commitment, helpfulness, results, team work, empowerment, innovation and honesty contribute to our family-orientated Bouygues culture and we are committed to hiring people who are leadership focused, team-centered and pride themselves to take ownership and are accountable.
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 & 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, supplies inventory, and placing supplies orders, organization of Administration Department, checking and distributing mail and parcels, 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
**Essential Requirements**:
- 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 in an effective way
