Job Title: Administrative Coordinator
Location: Edmonton, Alberta, Head Office
Start Date: As soon as possible
Job Type: Permanent, Full Time with 3 month probationary period.
About Us:
Bee-Clean Building Maintenance is Canada’s largest janitorial service provider, proudly offering comprehensive cleaning, restoration, and facilities services for over 50 years. 100% Canadian-owned and operated, we are dedicated to service excellence, innovation, and sustainability, setting the standard in the industry.
Job Overview:
We are seeking an experienced and dynamic Administrative Coordinator to join our Edmonton, Alberta head office. This role will commence as soon as possible, responsible for a wide variety of duties from the servicing of various work order systems to clerical office duties in support of company administration. This includes assisting in the management of all aspects of service delivery for various local and national accounts, and the backup responsibilities of assisting in the coordinating and communicating office/client activities, greeting and screening visitors, answering and referring inbound telephone calls, scheduling appointments and administering company correspondence.
Key Responsibilities:
- National Accounts (or other clients as assigned)
- Dispatch work orders
- Assign work orders to supervisors and follow up to ensure completion.
- Close out completed work orders and send to billing immediately.
- Maintain and file window and vault cleaning inspection reports.
- Monitor the periodic work schedule, ensuring supervisors enter and complete assigned tasks.
- Quarterly inspections reporting
- Completing security forms and other administrative duties
- Edmonton Transit / Waste Management (or other clients as assigned)
- Manage the route updates, weekly reporting, deletion and addition of stops
- Compile call-out information into a spreadsheet and send to the Senior Director of Operations monthly.
- Ensure subcontract agreements are completed for new contractors.
Additional Responsibilities:
· Order of supplies for various accounts
· Billing to be completed for various accounts
· Provide backup coverage for work order dispatch for all clients
· Manage and order bus passes, business cards, and uniforms for the Western Canada region, ensuring accurate review and confirmation of orders.
· Provide relief coverage at the front desk during lunch breaks and holidays.
· Perform other duties as assigned by Senior Management.
Other Key Functions:
· Relationship Management: Foster strong working relationships with clients, team members, and stakeholders to ensure high-quality service delivery. Serve as the primary contact for local and national accounts, handling client inquiries and resolving issues efficiently.
· Calendar Management: Oversee client-driven calendars, ensuring all regional activities and quality assurance reporting meet deadlines.
· Performance Monitoring: Manage regional performance records, conduct regular reviews, and provide insights to improve service outcomes.
· Report Management: Review and approve regional performance reports, ensuring accuracy and completeness. Generate detailed internal and external reports using MS Office tools.
· Meeting Coordination: Organize and coordinate meetings, including preparing agendas, materials, and minutes. Track follow-up on action items.
· Work Order Management: Supervise the client-specific work order system, ensuring prompt scheduling, execution, and completion of tasks to maintain client satisfaction.
· Data Analysis: Analyze performance metrics, identify trends, and recommend improvements based on data-driven insights.
· Continuous Improvement: Proactively identify and implement process improvements to enhance service delivery and operational efficiency.
· Compliance: Ensure all activities comply with company policies, industry regulations, and client requirements.
Required Skills and Qualifications:
- Proven experience in account management, operations coordination, or a similar role.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent organizational and time-management skills.
- Exceptional communication and interpersonal skills.
- Analytical mindset with the ability to interpret and present data effectively.
- Ability to work independently and as part of a team.
- Attention to detail and a commitment to quality.
- In-office presence at our Edmonton, Alberta, head office is required.
Start Date: As Soon As Possible
Job Types: Full-time, Permanent
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Application question(s):
- What is your level of proficiency with Excel?
Education:
- Secondary School (preferred)
Experience:
- Administrative Operations: 2 years (required)
Work Location: In person
