Who We Are  

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.   Further information is available at www.bgis.com

SUMMARY

The Project Administration Lead is responsible for providing effective leadership to a project administration team. The individual performs project administration activities including but not limited to maintaining project documentation, completing project set up, financial and administrative close out requirements.

KEY DUTIES & RESPONSIBILITIES

Leading team of project administrators and managing their work flow (Daily) Creating new projects in the online file system, completing work authorizations and purchase orders (Daily) Generating and compiling project data into reports (Daily) Acting as the subject matter expert on administrative processes (Daily) Prepare and coordinate meeting agendas and meeting minutes Format data into Excel documents Review accuracy of invoice and purchase orders prior to advising Project Manager to approve payment or to correct defect. Investigate data errors in weekly reports and provide solutions to maintain data integrity. Use good judgment and discretion when communicating with client and vendors. Process verbal and written instructions to effectively assign work effort to the team. Provide recommendation to approve a purchase order, on Work Authorization and to submit report to the client.

KNOWLEDGE & SKILLS

3 to 5 years of project administration work experience Community college diploma or equivalent training Ability to lead and engage a team of project administrators Advanced project administrative, coordination and organizational skills Ability to maintain accurate data Strong attention to detail Ability to extract and compile data into reports Ability to communicate effectively with others for the purpose of providing feedback, conveying information, data exchange, clarification and follow up Computer proficiency in MS Office applications in particular MS Project, MS Excel, MS Word, MS Outlook along with the ability to quickly learn BGIS proprietary applications RealDocument and RealSuite and other business applications Oracle, ComplyWorks, Basware, Apex Ability to prepare agendas and meeting minutes for client and internal meetings.

LICENSES AND/OR PROFESSIONAL ACCREDITATION

None required Demonstrates an interest in pursuing Project Management Institute Accreditation

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 of 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!