Global IFM Administrator

Equans is looking for a Global IFM Administrator – Life Science!

The Equans Group is a world leader in the energy and services industry. The Group operates in 20 countries and has 90,000 employees on 5 continents.

Equans designs, installs, and delivers customized solutions to improve its customers’ equipment, systems and technical processes and optimize their use in the context of their energy, industrial and digital transitions.

Active in Canada and the United States for more than 30 years, Equans Services is the partner of businesses, industries and institutions that want to move towards more connected buildings, manage their facilities efficiently and decarbonize transportation infrastructure and mobility.

We design, install, and maintain custom solutions to improve our customers’ facilities, systems, and infrastructures.

Our core offerings are focused in the following areas:

• Integrated Asset and Facilities Management
• Operation and maintenance of buildings and equipment
• Energy efficiency solutions and sustainability plan
• Building automation and controls
• Solutions for transportation and mobility

To learn more, visit www.equansservices.com/en.

Summary 

We are seeking a highly organized and detail-oriented Global Facilities Administrator to join our dynamic Global Integrated Facilities Management (IFM) team. The successful candidate will play a pivotal role in financial control, meeting administration, and acting as the central point of contact for all administrative duties across our global accounts. This role requires excellent communication skills and a commitment to maintaining our corporate quality management processes.

Description 

Key Responsibilities:

Financial Control:

• Monitor and manage budgets and expenditures for global facilities accounts.
• Prepare financial reports and forecasts to assist in budget planning and financial decision-making.
• Ensure all financial documentation is accurate, up-to-date, and complies with corporate standards.
• Coordinate with finance teams to process invoices, purchase orders, and expense reports.

Meeting Administration:

• Organize and schedule global IFM team meetings, ensuring all logistical details are arranged.
• Set meeting agendas in collaboration with key stakeholders.
  Take detailed and accurate minutes during meetings and distribute them to relevant parties in a timely manner.
• Follow up on action items and decisions from meetings to ensure timely completion.

Administrative Point of Contact:

• Serve as the primary contact for all administrative inquiries and tasks related to global facilities management.
• Provide support and guidance to the global IFM team on administrative processes and procedures.
• Manage communication channels to ensure efficient information flow within the team and with external stakeholders.

Communication and Documentation:

• Support the global IFM team in drafting, reviewing, and disseminating communication materials.
• Ensure all communication and documentation adhere to our corporate quality management processes.
• Maintain organized records of all communications, reports, and documentation.
• Assist in the development and implementation of communication strategies to enhance team collaboration and information sharing.

Requirements / Qualifications

• Is authorized to work in the US;
• Bachelor’s degree in business administration, Facilities Management, or a related field;
• Proven experience in a similar administrative role, preferably within a global organization;
• Strong financial acumen and experience in budget management and financial reporting;
• Excellent organizational skills and attention to detail;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook);
• Strong written and verbal communication skills;
• Ability to work independently and as part of a team in a fast-paced environment;
• Commitment to maintaining high standards of quality and accuracy.
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Preferred Qualifications:

• Experience in the facilities management industry
• Knowledge of corporate quality management processes
• Experience with financial management software and tools

 Skills

Key Competencies:

• Analytical thinking and problem-solving
• Effective communication and interpersonal skills
• Time management and ability to prioritize tasks
• Adaptability and flexibility in handling changing priorities and multiple tasks
• Professionalism and ability to handle confidential information with discretion

What Equans offers you

• Health Insurance;
• Paid statutory holidays;
• Balance between work and personal life;
• Professional and personal development in a company experiencing strong growth;
• A positive working environment characterized by competence, responsibility and innovation;
• Competitive terms of employment and excellent benefit schemes;
• A diverse workplace regarding gender, age and cultural background. We believe in the importance of diversity and inclusion.

Equal employment opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.

Comment

Does this challenge interest you? We would like to get to know you and we thank everyone who applies.