Administrative Services Specialist/Specialiste, Services adminnistratif

**Administrative Services Specialist/Specialiste, Services adminnistratif**

**Description**

* \*** **La description en français suivra** **\\

We are pioneers\. We were the first to break the sound barrier and design the first functional jetpack\. We were aboard NASA’s first lunar mission and brought advanced tiltrotor systems to market\. Today, we are defining the future of on\-demand mobility\. At Bell, we are proud to be an iconic company with superb talent, rapidly creating novel and coveted vertical lift experiences\.

**Summary of Job Description**

**Administrative Support**

+ Organize and schedule internal/external appointments and visitor agendas\.

+ Manage security systems, access cards, PINs, and building keys\.

+ Reconcile and submit corporate credit card expense reports\.

+ Coordinate travel arrangements with corporate travel service providers\.

+ Plan and execute customer events, trade shows, staff appreciation, fundraisers, and holiday functions\.

+ Coordinate Bell conferences and golf tournaments, maintaining attendee records\.

+ Manage memberships and registrations in professional organizations\.

+ Order and distribute promotional items and employee appreciation gifts\.

+ Support employee engagement programs, including financial tracking and reporting\.

+ Assist with digital presentations for customers, executive leadership, and teams\.

**Office Management**

+ Perform reception duties, including phone and email support\.

+ Maintain and upgrade phone system design and integration\.

+ Greet, sign in, and escort visitors as per compliance guidelines\.

+ Oversee vehicle maintenance and lease management\.

+ Liaise with building landlord and contractors for maintenance and repairs\.

+ Assist with negotiating office and building service agreements and contracts\.

**Finance**

+ Create and process purchase orders for building and office expenses, ensuring correct coding\.

+ Manage vendor creation and updates in business systems\.

+ Control, reconcile, and track facility expenses and receipts\.

+ Optimize office and building service spending\.

**EHS \(Environment, Health & Safety\)**

+ Procure and distribute PPE for staff and contractors\.

+ Coordinate special projects and onsite response procedures\.

+ Track and facilitate staff training \(e\.g\., Forklift, Dangerous Goods, First Aid\)\.

+ Schedule safety walks and follow\-up actions\.

+ Serve as a member of the Joint Health & Safety Admin Committee\.

+ Create and maintain EHS programs, policies, and manuals\.

+ Participate in workplace audit preparations\.

**HR & Employee Engagement**

+ Onboard new employees and maintain welcome packages\.

+ Coordinate introductions to HR services\.

+ Organize employee engagement initiatives\.

+ Collaborate with Customer Experience teams to promote Bell values and brand\.

+ Prepare employee communications regarding corporate initiatives and events\.

+ High School Diploma \(minimum\)

+ Administrative Professional Certificate and/or 5 years of relevant experience

+ Excellent written and verbal English communication skills

+ Proficient in Microsoft Office \(Word, Excel, Outlook, PowerPoint\) and Adobe

+ Strong organizational and multitasking abilities

+ Initiative and problem\-solving skills; able to work with minimal supervision

+ Experience in finance/accounting or aerospace industry \(preferred\)

+ Knowledge of SAP, Ariba, and Concur \(an asset\)

+ Customer event planning experience required

+ Positive, patient, and professional demeanor when interacting with team members and customers

**Any other combination of schooling and experience deemed equivalent may be considered\.**

**SECURITY CLEARANCE**

This offer within the Canadian Government Programs Department is conditional on obtaining and maintaining the NATO security level required for the position\.

**Benefits of working at Bell Textron Canada**

+ Group benefits plan and Healthcare online services