Manager, Administration Support

Markham, ON
$54,185-67,732 per year
Permanent
Full-time

8 days ago

Job Description:ABOUT USBGIS is a leading provider of customized facility management and real estate services. With a combined team of over 10,000 professionals worldwide, we relentlessly focus on enabling innovation through the services we deliver. We actively seek new opportunities that drive innovation for our clients' businesses. Globally, we manager over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia, and Asia. For further information, visit .OUR CULTUREAt BGIS, our culture is built on three foundational pillars: * Culture of Care: We deeply care for each other, our clients, partners, and the communities we serve.

High Performing Teams: We go Above and Beyond to deliver exceptional services. INTEGRITY, OWNERSHIP, RESPONSIVENESS, INITIATION, VISIBILITY, DRIVE, and INTEGRATION are core to high performance.
Unwavering Commitment to Sustainability: We conduct every action with a focus on preserving our earth.

SUMMARYReporting to the Operations Manager, the Manager, Administration is responsible for administration of Service and Project operations including scheduling, client communication, estimating, record keeping and invoicing.KEY DUTIES & RESPONSIBILITIESPeople LeadershipDemonstrates strong, competent leadership for team members to guide them in reaching their full potential and meeting their objectives, which supports achievement of our corporate goals. Specifically, these responsibilities include but not limited to:

Full involvement with recruiting talent.
Provides mentoring, coaching and guidance to all team members.
Objectively recommends compensation adjustments.
Manages all aspects of performance.

Department Performance

Develop and maintain prudent quality control, production level and procurement practices.
Ensure order entry accuracy.
Track branch targets for gross margin and revenue vs. invoicing activities and contract requirements.
Maintain up to date training records.
Routine service billing to be invoiced within 24 hrs. of call completion.
Credit and Rebills kept below an average of 2%.
Customer quotes and estimates to be delivered within 72 hours.
All Service orders to be created within 15 minutes of receipt.
All incoming calls to the call center to be answered within 2 minutes.
Customer KPI's to be maintained above Base Target.
Implement routine auditing practices for invoicing quality and cost control.
Staff payroll completed on time and accurately.

Service and Project Coordination

Ensure technician schedules are adequate to meet customer KPI's and achieve 80% productivity by through routine task scheduling.
Meet project scheduling requirements and objectives through scheduling.
Communicate job and project requirements to field staff and liase with clients as required.
Engage and assign sub trades as required.
Anticipate field resource requirements for pending projects and communicate to operations manager.
Develop adequate reference resources to support field technicians and contractors in handling contract and project administrative requirements.
Manage branch holiday, on call schedules.

Human Resources Management

Plan Staffing Levels- allocate resources effectively to meet departmental productivity and quality goals.
Work with Human Resources staff to recruit, interview, select, hire, and employ an appropriate number of administrative employees.
Lead employees using a performance management and development process that provides an overall context and framework to encourage employee contribution and includes goal setting, feedback, and performance development planning.
Maintain employee work schedules including assignments, job rotation, training, vacations and paid time off, telecommuting, cover for absenteeism, and overtime scheduling.

Inventory Control

Oversee activities of Inventory Clerk.
Liase with Inventory Clerk to anticipate inventory requirements
Develop annual schedule for inventory counting and support reconciliation.
Support administration of Manufacturer's warranty and flow of materials between BGIS and Manufacturer to prevent loss.

Account Management

Maintain accurate contract resources for CSR's, Coordinators and Service Technicians
Establish and maintain positive relationships with Customer AP representatives.
Establish and maintain positive relationships with Contractor AR and CSR representatives.

KNOWLEDGE & SKILLS

Maintain high proficiency in using Microsoft Office software. (5 years advanced user with strong capabilities in Excel, Power Point, Word and Outlook.)
Advanced user with ERP (Enterprise Resource Planning) systems. (Advanced user in ERP system utilizing scheduling, invoicing, reporting and inventory management protocols)
Project Coordination. (3 years quoting, implementing and completing projects with value in excess of $250,000 and involving multiple departments or sub trades).

Licenses and/or Professional Accreditation

None Required.

This is a regular, full-time position with a salary range of $54,185 to $67,732 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.BGIS is an equal opportunity employer and we welcome you to apply for a position with us! If you require accommodation during the recruitment process, please contact us at askHR. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant's accessibility needs due to disability.About Us: We value transparency in our hiring processes. Please note, artificial intelligence may be used in certain stages to screen, assess, or select applicants, however, a human reviewer makes all final decisions. This posting is for an existing vacancy.About the Team: 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.At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric if our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success!BGIS is an equal opportunity employer, and we welcome you to apply for a position with us! If you require accommodation during the recruitment process, please contact us at askPC@bgis.com. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant's accessibility needs due to disability.

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