Facilities Administrator

4 days ago

Scarborough, Canada Bouygues Energies & Services Full time

Facility Administrator

Core Purpose of Job: Provide administrative support to the Facility Management team, including reporting, payment, and work order processing. In addition, provide an effective and professional Help Desk service for all facility users, including taking phone calls, and emails, processing work order requests, and scheduling and purchase order requests.

Scope of Duties & Responsibilities :

  • Act as professional point of liaison on behalf of Bouygues Energies & Services dealing with all telephone and enquiries promptly and efficiently.
  • Receive phone calls or other contacts and log them on the Computerized Maintenance Management System.
  • Collect and upload the timesheets on a Bi-weekly basis.
  • Determine and assign type and priority of requests to ensure the work goes to the appropriate trade with the appropriate priority level, knowing when to escalate for immediate attention or supervisor intervention.
  • Support the planned maintenance program by generating work orders and entering details into the system when complete.
  • Manage all purchasing orders and work with Accounts Payable and Receivable to ensure invoices are submitted per contractual requirements
  • Liaise with subcontractors to ensure they submit the service report and invoice promptly
  • Prepare and submit monthly client reports as necessary from time to time
  • Liaise with internal and external parties allocating work from maintenance schedules and arranging and coordinating various services, reporting, and invoicing on a pre-planned and ad hoc basis;
  • Assist and contribute to the development and implementation of ongoing operational contract documentation, processes, and policies
  • Undertake such other duties appropriate to the level and character of work as may be required within the business.
  • Comply with all Bougyues Policies, Management Plans, and Procedures including the Group Code of Ethics, policies, and procedures

Essential Requirements : 

  • Effective oral and written communication, organizational, and strong Customer service skills
  • Prior experience monitoring AR, and billing is preferable
  • Good knowledge of Microsoft Offices, CMMS (preferably Archibus)
  • Able to produce clear, well-structured, concise written summaries and reports.
  • Proactive self-starter with excellent time management skills and ability to manage work to deadlines
  • Team player with a desire to learn new skills and knowledge
  • Clear Criminal Record Check (CPIC)
  • Able to handle multiple tasks simultaneously.

 

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