Administration Assistant

**Overview**:Join BGIS as an Administrative Assistant and play a key role in supporting our Performance and Reporting Team. Your contributions will be essential in ensuring the smooth and efficient operation of our key government account. This is an exciting opportunity to develop your career in a dynamic and supportive environment.

**Key Responsibilities**:

- **Administrative Support**:Assist the Performance and Reporting Team with routine administrative tasks to support our client.
- **Reporting**:Help monitor and ensure all reporting requirements are met in a timely manner, as per BGIS's contractual obligations.
- **CMMS Management**:Support the management of the Computerised Maintenance Management System (CMMS) for preventive and reactive maintenance and ensure information is current.
- **Quote Register**:Assist in the daily management of the client Quote Register.
- **Minute Taking**:Record minutes for all vendor meetings.
- **Career Path Development**:Provide a pathway to a career in Facility Management.
- **OHS&E Compliance**:Ensure all stakeholders meet and maintain OHS&E policies and procedures.

**Key Result Areas & Accountabilities**:

- **Operations**:

- Perform general administrative duties.
- Monitor and track vendor reactive maintenance performance using KPI scorecards and the client performance center and assist in quarterly reviews.
- Collect and collate contract and performance data.
- Prepare monthly, quarterly, and annual performance reports in line with KPI requirements and the ISS service agreement.
- Maintain and update the NCR register for vendor performance, addressing non-conformance or failure to meet Reactive Maintenance KPI targets. Prepare and submit NCRs to vendor representatives as needed.
- Participate in vendor meetings, including minute preparation.
- Assist in onboarding new reactive vendors and new BGIS and client staff.
- Report on the client Quote Approval Process, Aged POs, and Overdue POs.
- Update and maintain BGIS maintenance management systems to ensure accurate asset registers and data accuracy.
- Ensure full compliance with BGIS business systems, including the Quality Management System (QMS), Occupational Health & Safety System (OH&S), and Environmental Management System (EMS). Store soft copy information on SharePoint.
- Conduct work activities according to proper procedures, using appropriate equipment and training, and in line with BGIS Management System.

**Qualifications & Experience**:
**Knowledge / Experience**:

- Strong demonstrated experience in a similar administrative role.
- Demonstrated understanding of QA, OH&S, and environmental systems.
- Ability to respond quickly to change and adopt a flexible/innovative approach to problems and opportunities.
- Demonstrated ability to work as a team member and deal effectively with people at varying levels within own and client organizations.
- High-quality written and verbal communication skills.
- Essential current knowledge in computer software including Word, Excel (intermediate to advanced), Outlook (or related programs), and Internet access.

**Qualifications**:

- **Essential**:

- Minimum - Higher School Certificate or equivalent.
- Relevant formal qualifications such as a diploma or certificate equivalent in Administration or Management.
- **Desirable**:

- Training in an OH&S, QA, and environmental-related discipline.

**Why Join Us / Benefits**:

- Opportunity to work in a dynamic and supportive team environment.
- Competitive salary and comprehensive benefits package.
- Professional development and growth opportunities.
- Work-life balance with flexible working hours.
- Employee Recognition Program.
- Excellent Company Benefits.
- Paid Parental and Volunteer Leave.
- Donation Matching and much more
- Collaborative work environment: Join a supportive team that values innovation, collaboration, and continuous improvement.

BGIS has over 10,000+ employees globally, we are a leader in the provision of facility management, project delivery, energy and sustainability, asset management, workplace advisory, real estate, and technical services. We are focused on delivering innovative service solutions for our clients.

Our organisation manages more than 50,000 facilities, including corporate offices, universities, schools, hospitals and stadiums, and we are regarded as a world leader in the management of data centres and other critical environments. Our clients come from a diverse range of sectors, such as Defence, Healthcare, Government, Higher Education and Utilities.

At BGIS, we value diversity and are committed to creating an inclusive and safe work environment for all employees. We have a passion for sustainability and a drive for innovation. Join us to advance your career in a supportive and dynamic environment