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Form of work
SalaryCore Purpose of the Job : Support the Contract Manager, the Maintenance Manager and the Facilities services/housekeeping supervisor for the operation of the Kelowna International Airport contract in accordance with company policy and contractual requirements. Provide first point of contact between the Company and the Client.
Scope of Duties and Responsibilities :
- Support the Contract Manager, the Maintenance Manager and the Facilities services/housekeeping supervisor in the operation of the Kelowna Airport contract.
- Provide first point of contact between the Company and the Client, communicating politely and professionally while following procedures to respond to customer enquiries. Receive phone calls, emails or other contact and log them on Maximo. Polite, respectful and effective communication must be maintained as a high priority.
- Determine and assign type and priority of requests to ensure the work goes to the appropriate trade with the appropriate priority level, knowing when to escalate for immediate attention or supervisor intervention.
- Create and maintain Purchase Orders using the company maintenance management system;
- Tracking of invoices and liaison with our finance department to ensure timely payment of suppliers and invoicing to client.
- Oversee maintenance and updating of Help Desk records in Maximo. These records will form the basis of the Company’s operations and will enable the Company to demonstrate adherence to contractual obligations.
- Review and oversee GTAP Help Desk pertaining to YLW contract management.
- Cross-train GTAP Help Desk staff regarding YLW contract service requirements.
- Schedule Hard FM staff to ensure continuous coverage of facility and delivery of services required under the contract.
- Administer payroll software for all employees to ensure timely and accurate payroll for staff.
- Assist with administration and management of outside service and supply contracts.
- Ship and receive supplies entering supply requests and receipts for Hard and Soft FM services using the Maximo system.
- Create and maintain Hard and Soft FM inventory database.
- Support the planned maintenance programme by printing off work orders and returning to the system when complete.
- Learn and maintain to a high level, knowledge of contractual obligations and be able to interpret and explain operational policies and procedures to the Client.
- Assist in the preparation of reports and documents as required, maintaining confidentiality at all times.
- Communicate effectively with Management regarding Emergency situations – ensuring that they can respond to Client requests for information.
- Develop and maintain various manuals, operational plans, policies and procedures.
- Oversee the general administration of the office by ordering office-related materials, equipment and supplies as required, maintaining inventory of supplies and monitoring related budgets under direction.
- Provide full administrative support to the department by drafting correspondence and reports as necessary and ensuring that all paper and computer filing is effectively managed and maintained to provide for ease of access to data.
- Assist the facility management team in the effective management of the relevant sub-contractors.
- Assist the facility management team in collating information for reports and returns, and computerized records, and liasing with finance team when required.
- Coordinate and organize meetings in an effective and timely manner taking minutes for meetings when required by the management team.
- Assist the facility management team in producing and updating departmental H&S, QSE and company and contract procedures and processes.
- Assist the facility management team with the administration of staff training records and other HR related items including coordinating the staff training and development plan.
- Manage small projects relevant to the project as requested by management.
- Comply with the Company’s Policies, Management Plans and Procedures
- Fulfil Health & Safety responsibilities by adherence to the requirements of the Company's Health & Safety Policy and Health & Safety Management Plans
- Support the Company's Quality Policy Statement and actively participate in the achievement of Company and personal Quality objectives
- Undertake such other duties appropriate to the level and character of work as may reasonably be required within the Department / Service. Significant permanent changes in duties will require agreed revisions to be made to this Job Description
- Two years of progressive administrative experience supporting managers with busy schedules and multiple priorities within large public organizations.
- Previous experience in Customer Service and/or at a call centre within a large organization. Ability to remain calm in emergency situations.
- Some knowledge of Facility Management service delivery.
- Post-Secondary education, supplemented by work related courses.
- Effective oral and written communication, organizational and interpersonal skills. Strong Customer Service orientation.
- Ability to work in a team environment and manage priorities in an effective way, multi-task, handle regular interruptions and still deal effectively with Client communication.
- Ability to deal with a diversity of people in a calm, courteous, and effective manner regardless of their conduct.
- Experience working with contracts requiring concerted attention to detail and confidentiality.
- Ability to compose professional written documentation, keep accurate records and manage the delivery of reports. Experience in taking minutes and providing administrative support to a management team.
- Ability to meet enhanced government security clearance requirements to obtain a Transport Canada security clearance.
- Good working knowledge of Microsoft software (Word, Excel, Outlook, Visio, Power Point, Access, MS Project).
- Some experience with a C.M.M.S., preferably Maximo.
- Ability to understand basic trade and airport terminology.
