Reporting to the FMO Department Manager, the primary responsibility of the FMO Administrator is to assist in maintaining productive and efficient FMO operations within the Manitoba Region. This will be accomplished through performance of administrative duties ensuring that standard company procedures and specific instructions are followed. The Administrator will maintain JDE (ERP/CMMS) which would include posting of labour hours (time entry), equipment/materials and purchase orders, commenting on and closing work orders, changing of work order statuses, maintaining asset data, managing work order back log, WO preparation/invoicing, maintaining data integrity and updating contract information, as well as responsibilities related to Accounts Payable, Accounts Receivable, and payroll

Duties and responsibilities include but are not limited to:

  • Work with FMO Coordinator/Supervisors/Managers to create and ensure Preventative Maintenance (PM), Corrective Maintenance (CM), Tenant Request (TR) and Project Work Orders (WOs) are completed in a timely manner
  • Review work hours for PM and Project work (actual vs estimated) and notify Coordinator/Supervisors/Managers of discrepancies if/where required
  • Investigate and resolve customer or vendor/sub-contractor inquiries/concerns and respond in a timely manner
  • Complete account setup & credit applications for new vendors and customers in accordance with B&M processes
  • HR related duties; update employee database, accurate time entry and ensuring technician safety tickets are current
  • Accurate and timely documentation and filing; submit service reports from self-performed and sub-contracted work to clients/customers, create WOs for project managers as requested, and maintain an organized system of filing for both hardcopy and electronic records
  • Complete audits, uploads, maintenance, and data management for client/customer information sharing platforms such as SharePoint and Client Self Service Portals
  • Create and review a variety of financial and WO tracking reports through ERP/CMMS programs
  • Maintain capabilities with B&M programs & processes using internal online learning platform(s)
  • Record accurate meeting minutes and distribution to all required parties
  • Complete various payroll responsibilities including WO time entry extraction, review, and obtain Manager approval/submit
  • Contribute to and compile a variety of information/data required for FMO staff to complete misc. report types
  • Additional duties as assigned

Competency Requirements

  • Change Orientation
  • Communicates Effectively
  • Continuous Learning
  • Customer Focus
  • Holds Self and Others Accountable
  • Problem Solving and Innovation
  • Teamwork and Collaboration
  • Values and Respects Others

Education & Skill Requirements

  • Minimum 5 years relevant experience or a diploma in administration required
  • Knowledge of Black & McDonald Limited
  • Thorough knowledge of Computer Programs and Microsoft Office Suite
  • Ability to communicate clearly and effectively and relate to technicians, customers and co-worker needs
  • Geographical knowledge of service area or map reading skills
  • Knowledge of industry is recommended, but not required
  • Previous use and knowledge of JD Edwards will be considered an asset