Manager, Administrative Operations

Scandinavian Building Services has been a Canadian leader in retail and commercial cleaning for the last 60 years. Starting as a small family owned and operated business in Edmonton Alberta in 1956 to offering full service janitorial and building maintenance across Canada today. We attribute our success to staying true to our core values of Service, Motivate, Respect, and Connect. As we continue to grow we are looking to add a Manager, Administrative Operations in Edmonton, Alberta to the Scandi Family!

The contract term is until February 29, 2028

Hours:

• ON-SITE: Monday-Friday 8:00am-4:30pm with a 1-hour lunch (30 minutes paid and 30 minutes unpaid) with flexibility to support the needs of the business as required.

Qualifications:

• Minimum of 10 years of complex administrative or business administration experience, with a minimum of 5 years in a leadership capacity
• Completion of post-secondary education in business administration or a related field would be an asset
• Excellent people management skills; able to mentor and develop others while maintain and approachable demeanor
• A customer service mindset, with the ability to manage and communicate with diplomacy
• Ability to exercise sound judgment to identify and resolve problems
• Demonstrated ability to drive continuous improvement initiatives
• Must be able to work under pressure with a sense of urgency and drive
• Intermediate computer skills including PowerPoint, Outlook, Word, and Excel, with the ability to learn new technologies

What your day to day looks like:

Reports to: Vice President, Human Resources

Leadership and Management

• Provides supervision, oversight and coaching to the Administrative roles across the organization
• Communicate with the Administrative Services team to resolve performance and process challenges, and to discuss and implement company policies and procedures
• Manage any escalations or concerns for the Administrative Services team
• Follow and lead all Company values and mission statements
• Demonstrate leadership within the organization, modelling appropriate behaviour

Training and Process Improvement

• Ensure consistency across the organization in delivery of Administrative Services
• Delivers training to new team members on Administrative Services departmental requirements
• Provides ongoing training within the organization on all aspects of the Administrative Services department
• Receives feedback from all areas of the organization on current processes and improves as required
• Consistently evaluates current processes, recommending and implementing improvements

Office Management

• Provide high level guidance related to the day-to-day management of all offices as required
• Oversee office and seating arrangements within the Edmonton office
• Manage the administrative budgets for all offices and the overall administrative team, ensuring fiscal responsibility
• Provide management to the phone cue, ensuring adequate coverage is available

Facility Management

• Ensuring that all office buildings and facilities are managed and utilized in an effective, efficient, and fiscally responsible manner
• Overseeing and managing site maintenance including routine as well as major repairs and services
• Developing space planning requirements and utilization including assessing the organization’s needs, doing research on new space or office modifications as required
• Coordinate and oversee all office moves and renovations ensuring budget and scope requirements are met,

Event Management

• Coordinates and provides leadership to all internal events within the organization including facility bookings, event budgets, and event day logistics
• Develop and execute innovative event strategies to deliver engaging experiences
• Serve as the primary contact with event vendors such as venues, catering, audiovisual suppliers, etc
• Liaise and coordinate external events as required, such as golf tournaments and industry events
• Monitor events put on by industry partners, and ensure appropriate attendance by Scandinavian representatives

Season Seats and Passes

• Oversee and administer all company season seats and passes
• Ensure the effective and consistent use of all passes across the organization

Travel Vendor Support

• Owns the relationship with the travel vendors
• Within the support of the Administrative Services team, provide support to internal customers booking travel through the third-party provider
• Provide training on the use of the platform within the organization
• Proactively escalate unresolved travel vendor concerns when required

Uniforms and Promotional Items

• Liaise with third party vendors to order uniforms and promotional items as required
• Ensure that a local inventory of all uniforms is maintained, tracking how many are in stock and who received a uniform
• Act as the point of contact for any concerns or special requests related to uniforms or promotional items

Rewards and Recognition

• With the support of the Administrative Service team, lead the administration of the internal Rewards and Recognition program
• Manage and support any concerns or escalations within the program, communicating as required
• Purchase of any required items for the program
• Ensure a consistent and positive experience for users of the program

All other duties required

Our interview process:

• 20 minute preliminary phone interview with our Recruiter
• 20-40 minute to an hour assessment (depending on optional practice questions or breaks).
• 2 rounds of interview with Hiring Manager and direct Supervisor for the role

At Scandinavian Building Services we are an equal opportunity employer who values a diverse workplace. We recognize the strength that comes from different experiences, backgrounds and perspectives and welcome all candidates to apply. We feel it is important that all people have access and opportunity to be employed, to be valued and to be respected.