Administrative Assistant III

BGIS; St. Catharines; On-site; CAD 47,000 - 59,000; Full time

Job summary

BGIS is seeking an Administrative Assistant III to support the regional FM team with clerical duties, reports, ESAT, and newsletters. The role may supervise other Administrative Assistants and requires strong MS Office skills and precise typing.

This regular, full-time position is based in the Niagara region with a salary range of $47,118 - $58,897 CAD per year. Comprehensive day-to-day administrative duties include accounts payable processing, safety records, and CMMS management.

Qualifications

• Three to five years of administrative experience.
• Excellent MS Office skills.
• Ability to type a minimum of 50 words per minute accurately.
• Excellent interpersonal skills andcommunication.
• Effective leadership skills – may have personnel to manage.
• Strong time management and organizational skills.
• Strong written and verbal communication skills.
• Previous hospital experience is an asset.

Responsibilities

• Carry out the day-to-day execution of clerical duties to ensure BGIS operations are provided with administrative support.
• Coordinate regional reports and perform preliminary analysis.
• Coordinate corporate initiatives throughout the region.
• Track regional priorities and ensure information is tracked and compiled as requested.
• Coordinate ESAT information and dissemination.
• Coordinate regional conferences/meetings; prepare logistics and develop preliminary agenda.
• Prepare initial content of newsletter/communications for the region (i.e. Vision Articles, Tenant Newsletters, etc.).
• Prepare/review information prior to Portfolio Manager’s approval of documents regarding the accuracy of content.
• Enter and update Team Members’ information in HRMS when required.
• Other related general administrative duties as required.
• Other duties as assigned.

Skills

Interpersonal skills

Leadership potential

Time management

Written communication

Verbal communication

Self-motivated

Independent work

Typing 50 wpm

MS Office proficiency

Tools

MS Office

Job description

The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional reports, regional information tracking, ESAT, regional newsletters and in some cases supervises other Administrative Assistants.

The Administrative Assistant III will perform general office duties and support for the site based FM Team in accordance with BGIS standards and procedures.

Duties performed may include word processing, report development, file organization and maintenance, operation of office equipment, answering telephone and greeting visitors. Duties also include processing accounts payable invoices, maintain safety records, manage on site Worker’s Compensation files, and assist with payroll issues, management of Computerized Maintenance Management System (CMMS) and maintaining training records which may include opening and closing work orders, maintaining equipment status, managing work order back log, and maintaining inventory tracking and purchasing systems.

KEY DUTIES & RESPONSIBILITIES

• Carry out the day-to-day execution of clerical duties to ensure BGIS operations are provided with administrative support
• Coordinate regional reports and perform preliminary analysis
• Coordinate corporate initiatives throughout the region
• Track regional priorities and ensure that information is tracked and compiled as requested
• Coordinate ESAT information and dissemination
• Coordinate regional conferences/meetings; prepare logistics and develop preliminary agenda
• Prepare initial content of newsletter/communications for the region (i.e. Vision Articles, Tenant Newsletters, etc.)
• Prepare/review information prior to Portfolio Manager’s approval of documents regarding the accuracy of content
• In some cases, enter and update Team Members’ information in HRMS.
• Other related general administrative duties as required
• Other duties as assigned

KNOWLEDGE & SKILLS

• Requires three (3) to five (5) years of administrative experience
• Excellent computer skills, proficient with MS Office
• Self-motivated
• Ability to work independently with little or no supervision
• Ability to type a minimum of 50 words per minute accurately
• Excellent interpersonal skills
• Effective leadership skills – may have personnel to manage
• Strong time management skills and organizational skills
• Strong written and verbal communication skills
• Previous hospital experience is an asset

Licenses and/or Professional Accreditation

• None required

This is a regular, full-time position with a salary range of $47,118 - $58,897 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.