The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional reports, regional information tracking, ESAT, regional newsletters and in some cases supervises other Administrative Assistants.
The Administrative Assistant III will perform general office duties and support for the site based FM Team in accordance with BGIS standards and procedures.
Duties performed may include word processing, report development, file organization and maintenance, operation of office equipment, answering telephone and greeting visitors. Duties also include processing accounts payable invoices, maintain safety records, manage on site Worker’s Compensation files, and assist with payroll issues, management of Computerized Maintenance Management System (CMMS) and maintaining training records which may include opening and closing work orders, maintaining equipment status, managing work order back log, and maintaining inventory tracking and purchasing systems.
KEY DUTIES & RESPONSIBILITIES- Carry out the day-to-day execution of clerical duties to ensure BGIS operations are provided with administrative support
- Coordinate regional reports and perform preliminary analysis
- Coordinate corporate initiatives throughout the region
- Track regional priorities and ensure that information is tracked and compiled as requested
- Coordinate ESAT information and dissemination
- Coordinate regional conferences/meetings; prepare logistics and develop preliminary agenda
- Prepare initial content of newsletter/communications for the region (i.e. Vision Articles, Tenant Newsletters, etc.)
- Prepare/review information prior to Portfolio Manager’s approval of documents regarding the accuracy of content
- In some cases, enter and update Team Members’ information in HRMS.
- Other related general administrative duties as required
- Other duties as assigned
KNOWLEDGE & SKILLS
- Requires three (3) to five (5) years of administrative experience
- Excellent computer skills, proficient with MS Office
- Self-motivated
- Ability to work independently with little or no supervision
- Ability to type a minimum of 50 words per minute accurately
- Excellent interpersonal skills
- Problem solving skills
- Effective leadership skills – may have personnel to manage
- Strong time management skills and organizational skills
- Strong written and verbal communication skills
- Strong customer focus
- Previous hospital experience is an asset
Licenses and/or Professional Accreditation
- None required
This is a regular, full-time position with a salary range of $47,118 - $58,897 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.
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Skills Required
- Three to five years of administrative experience
- Proficient with MS Office (excellent computer skills)
- Ability to type a minimum of 50 words per minute accurately
- Ability to work independently with little or no supervision
- Excellent interpersonal, written and verbal communication skills
- Problem solving and strong time management/organizational skills
- Effective leadership skills; may supervise other administrative staff
- Strong customer focus
- Previous hospital experience
What We Do
BGIS is a global leader in integrated facility management services. With a combined team of over 10,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 50,000 facilities totaling more than 600 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments. - BGIS is a global leader in integrated facilities management services. More than 600 million square feet of client portfolios spanning multiple markets including government, higher education, utilities, telecommunications, financial services, oil and gas, healthcare and information in the clouds. In addition to managing a diverse portfolio of office, retail, college, hospital and industrial assets, BGIS is a global leader in the management of data centers and other critical environments
