Manager, Administration Support

ABOUT US

BGIS is a leading provider of customized facility management and real estate services. With a combined team of over 10000 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 30000 locations in North America Europe Middle East Australia and Asia. For further information visit.

OUR CULTURE

At BGIS our culture is built on three foundational pillars:

1. Culture of Care: We deeply care for each other our clients partners and the communities we serve.
2. 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.
3. Unwavering Commitment to Sustainability: We conduct every action with a focus on preserving our earth.

SUMMARY

Reporting 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 & RESPONSIBILITIES

People Leadership

Demonstrates 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 KPIs 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 KPIs 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 Manufacturers warranty and flow of materials between BGIS and Manufacturer to prevent loss.

Account Management

• Maintain accurate contract resources for CSRs 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 $250000 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 $54185 to $67732 per annum. The starting salary will be based on the successful candidates 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 applicants accessibility needs due to disability.