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Senior Administrator Office Planning

Humanify360

This is a Full-time position in Montréal, QC posted April 5, 2018.

Reporting to the Senior Manager, Office Planning and Administrative Services, the Senior Administrator is responsible for providing administrative and technical support to internal customers regarding requests for planning services related to offices, conference rooms, headquarters common areas, international offices and alternative sites. In addition to applying the best practices and high quality standards related to his or her area of expertise, the Senior Administrator will go on site to carry out duties related to strategic and tactical occupancy planning, and to the deployment, installation and configuration of equipment in the company’s work spaces.

PRIMARY RESPONSIBILITIES

  • Take part in all activities related to the strategic and tactical planning and refitting of spaces. Provide office planning recommendations, taking into account current and future needs. Participate in planning meetings with relevant managers and suppliers.
  • Negotiate planning needs with and between various company groups.
  • Determine the costs of office planning projects.
  • Coordinate the IT needs for planning projects (network cables, electrical cables, switches, printers, copiers, televisions, conference room, office equipment).
  • Take care of the follow-up with suppliers (work planning, access, deliveries, verification of work performed).Participate in the opening of new offices. Identify needs (electrical, furnishings, audio/visual, dividers). Supervise installations.
  • Support and coordinate the Internal Services team’s activities during user moves and solve problems.
  • Update the AUTOCAD layout plans for the Montreal and international offices (CenterStone).
  • Be familiar with IT activities (operational link with the IT group).
  • Administer CenterStone (space management system): updates, report generation, user support.
  • Act as a liaison between the Internal Services and IT departments (creation of tickets, documentation, training).
  • Update documents (IAM updates, resource locations).
  • Actively take part in construction and renovation projects with other Internal Services personnel.
  • Ensure the quality of occupancy database information and inform management of any exceptions to the space occupancy guide standards.
  • Manage the access control system by overseeing access rights as per the group access chart.
  • Actively take part in the business continuity and emergency measure program.
  • Coordinate communications with building managers regarding planning projects, incidents and emergency measures.
  • Manage the inventory of surplus furnishings.
  • Participate in the department’s continuous improvement program.

PROFESSIONAL REQUIREMENTS

Education

  • College diploma or any combination of education and experience deemed equivalent
  • Three to four years in a similar position

Knowledge

  • Solid knowledge of an incident and work order management system
  • Essential: Windows, MS OfficeAssets: Autocad 2D (updating existing plans), Teams, Skype for Business, CenterStone, OneNote

Skills

  • Excellent customer service skills (important) and communication skills
  • Fluent in English and French and good communicator (oral and written)
  • Negotiation skills
  • Solid problem-solving and troubleshooting skills
  • Ability to develop and maintain trusted relationships with people at different levels of the organization
  • Ability to adapt to change and work under pressure
  • Good team player and ability to develop team spirit within his or her organization
  • Focused on results and user satisfaction
  • Autonomy and sense of responsibility
  • Ability to analyze and organize, clear concern for quality, sensitivity to security (physical and system) and the technology succession plan
  • Dynamic and highly motivated by new challenges
  • Professional ethics and integrity

Skills Required

  • Education level: None
  • Work experience (years): 3-5 years

Package

Salary: N/D

How to Apply