ABOUT US 

 

BGIS 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 www.bgis.com. 

 

OUR CULTURE 

 

At 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.  

SUMMARY 

The Project Administrator is accountable for project administration and project financial administration activities including but not limited to maintaining project documentation, completing project set up, data management, financial and administration close out requirements.    

This role will work in collaboration with all key BGIS departments to ensure full support of all activities and play a key role in our INTEGRATED approach to operating buildings.    

Opportunities for Development:    

 

At BGIS we are committed to the development of our people – offering them opportunities to learn and grow into various roles.  Success in the role offers Team Members the opportunity to explore various roles – some include:   

 

Roles within the project management team 

Roles within the Facility/Operations team 

Roles within our Workplace Management team 

 

KEY DUTIES & RESPONSIBILITIES  

 

Safety Ownership and Regulatory Compliance:  

 

Comply with all internal and external requirements including but not limited to environmental, health and safety, fire protection and mandated by BGIS Health Safety and Environment Teams and enforced by law.  

 Project Administration    

To perform project administration duties in consultation with Project Mangers as follows:  

Project Set Up  

Inputs project information into databases and completes project set up process  

Poject Tracking and Documentation  

Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.  

Monitors project progress and timelines and prepares status reports to assist with timely project delivery.   

Project Financial Administration  

Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.  

Administers the purchase order process.    

Reconciles purchase orders to invoices to ensure accuracy.  

Project Reporting  

Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.    

Reviews and communicates risks to Project Managers.  

Project Close-Out Administration  

Administers project close out requirements - Follow all Technical and Financial Close out Protocols and Checklists to avoid any close out backlog as per KPI list and ensure key activities are complete.    

Gathers and ensures receipt and sign-off of all project documentations.  Files project documentation.   

Ensures receipt of all invoices.  Follows up with vendors where required.  Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.    

Reviews and reconciles actual project expenses against cost estimates.    

Project Handover to Operations –  

Supports the collection and handover of project closeout documents (CMMS, Environmental reports Warranty packages, manuals, as builts, permits), Minute Templates   

Integration / Collaboration with Operations and Other Groups    

Work in Collaboration with Key BGIS Account Team Members – Health and Safety, Environment, Capital / Asset Planning, Operations and technical services, Energy Management, Heritage, Workplace etc to ensure review of project scope and alignment to key requirements in these departments.   

Project Performance, Approvals, Reporting and Data Integrity    

Responsible for the full adoption of BGIS PM Technology, Dashboards and Reports as the centralized data warehouse for all project information   

Ensure all project documents / approvals are complete within the system and are reviewed for completeness and accuracy   

Review and use key dashboards (PM System and/or BI) regularly (daily, weekly as required) as per BGIS protocols to monitor project performance and adhere to outlined MSA Key Performance Indicators   

Support the Project Manager to prepare status reports as required for client and BGIS updates on Project Health   

Client Relationship Management  

Develops and maintains effective relationships with clients.    

Accountable for resolving issues, managing client expectations, and ensuring client satisfaction.   

Escalates issues as needed  

Other duties as assigned.   

KNOWLEDGE & SKILLS 

Administrative, coordination and organizational skills – administrative and organizational skills along with related administrative and coordination work experience. (3 to 5 years of project administration work experience or administrative work experience) 

Communication –effective communication and influencing skills.  

Computer proficiency – proficient in and experience with MS Office suite of applications along with proven ability to quickly learn new applications.   

Ability to work independently with little or no supervision. 

Licenses and/or Professional Accreditation 

None Required. 

 

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, suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability. 

BGIS est un employeur qui respecte l'égalité des chances et nous vous invitons à postuler pour un poste chez nous ! Si vous avez besoin d'un accommodement pendant le processus de recrutement, veuillez nous contacter à askHR. En cas de demande d'accommodement, nous discuterons avec le candidat en question et fournirons, ou ferons en sorte de fournir, un accommodement approprié d'une manière qui tiendra compte des besoins d'accessibilité du candidat en fonction de son handicap. 

 

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