Service Administrator

Roles and responsibilities

We are seeking a proactive and detail-oriented Administrator to provide essential support to our Buildings + Places (B+P) Management team. This role will work directly with the Vice President Operations & Finance (B+P) involving coordinating key activities, facilitating efficient operations, and contributing to the smooth running of processes.

• Administrative Support: Provide general administrative assistance to the B+P Management team to ensure efficient day-to-day operations.
• Meeting and Event Coordination: Assist in organizing meetings, events, and Town Halls, including scheduling, logistics, and follow-ups.
• Travel Arrangements: Coordinate travel plans for team members, ensuring seamless itineraries and efficient travel management.
• Data Collection and Analysis: Support the collection, review, and analysis of management information to aid strategic decision-making.
• Project Reviews: Schedule and set up project review meetings as required, ensuring all stakeholders are informed and prepared.
• Action Tracking: Monitor and track actions arising from meetings, ensuring timely follow-up and completion.
• Organize Site Visits: Organize Senior Management Activity (SMA) site visits, focusing on safety and quality objectives.

Qualifications

• Diploma or Degree in Business Administration, Office Management, or a related field is preferred.
• Must have administrative experience, preferably in a professional services or engineering environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and multitasking abilities with a keen eye for detail.
• Strong communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A proactive and positive attitude, with the ability to work both independently and collaboratively in a team.

Desired candidate profile

. Organizational Skills

• Ability to efficiently manage schedules, appointments, and tasks.
• Strong capability in handling multiple tasks and prioritizing them to meet deadlines.
• Proficiency in managing office supplies, resources, and inventory to ensure operations run smoothly.

2. Communication Skills

• Excellent written and verbal communication skills for internal and external correspondence.
• Ability to draft clear emails, memos, and reports.
• Skilled in interacting with clients, vendors, team members, and leadership in a professional manner.

3. Time Management

• Ability to effectively plan and manage time to juggle multiple administrative responsibilities.
• Creating and maintaining schedules, ensuring all tasks are completed on time.
• Setting reminders and follow-up actions to keep important tasks on track.

4. Attention to Detail

• Ensuring accuracy in administrative tasks such as data entry, reports, and document management.
• Paying close attention to deadlines, meetings, and correspondence to avoid errors or omissions.
• Double-checking work for completeness and correctness.

5. Problem-Solving Skills

• Ability to quickly identify and resolve issues that may arise in daily operations.
• Finding solutions for any obstacles that hinder productivity or disrupt the office environment.
• Assisting in troubleshooting office-related problems (e.g., equipment malfunctions, software issues).

6. Customer Service Skills

• Serving as a point of contact for clients or customers and addressing their inquiries or concerns.
• Providing excellent service and maintaining a positive relationship with clients and visitors.
• Resolving complaints professionally and efficiently.

7. Proficiency with Office Software

• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for documentation, communication, and data analysis.
• Familiarity with office management systems like Google Workspace, Trello, or Asana for project management and organization.
• Basic skills in using office equipment such as printers, fax machines, and copiers.