Property Services Coordinator

6 months ago

Quebec City, Canada BGIS Full time

**Who we are**

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.

**SUMMARY**

**Coordination of facility operations**:
The **_Property Services Coordinator _**is responsible for coordinating activities related to facility operations. This includes providing administrative support to the operations team in work order management, contract management, invoice processing and supplier management. He acts as a point of contact with occupants for the handling and processing of service calls, and with the various suppliers for the administration of services rendered.

**KEY DUTIES & RESPONSIBILITIES**

**Activities related to accrual accounting**:
Coordinate the billing cycle for all billable services:

- Calls for tenders or requests for bids where applicable;
- Creation and follow-up of various financial commitments;
- If necessary, coordinate services with service providers;
- Receive and process invoices in a timely manner.

Support the Property Manager in:

- Preparation of annual budgets and updates;
- Monthly accrual exercises;
- Analysis of variances between actual expenses and budgets;
- Five-year budget planning and reporting.

**Operations activities**:
Receive, process, distribute, track and close service calls received from various occupants within the allotted time.
Create the various work orders to enable the handling of repair, service or inspection activities required for operations.
Maintain database of service calls and work orders to meet reporting and accounting requirements by:

- Entering the correct information in the various fields (description, costs, etc.).
- Enclosing various documents (bids, etc.);
- Updating the various statuses (open, pending, cancelled, completed, etc.).

Coordinate, as required, with contractors, operations team leader and building technicians to ensure work orders are met.
As required, administer and monitor service contracts assigned by the Property Manager (housekeeping inspections, etc.).

**Administrative activities**:
Ensure compliance with procurement procedures when awarding various jobs / services to third-party contractors.
Maintain the integrity of the inventory of goods and plants (as required).
Support team members in various administrative processes such as:

- Preparation of expense accounts;
- Material orders;
- Production of various communication tools (Power Point presentations, customer communiqués, etc.).

**Health and safety activities**:
Support the team leader in coordinating and receiving work permits for the various jobs.
Document time and space schedules to avoid overlapping of activities carried out - at the same time and in the same place - by different suppliers.
Report any incidents/accidents observed in accordance with the various procedures in place;
Participate in various training and awareness-raising activities on occupational health and safety issues.

**KNOWLEDGE & SKILLS**
- High school diploma with a maximum of one year of relevant experience in office administration or service coordination.
- Excellent interpersonal skills.
- Excellent customer-focused skills.
- Good oral and written communication skills.
- Ability to work cooperatively as part of a team.
- Ability to work on multiple tasks and customer requests simultaneously.
- Knowledge of tendering processes an asset.
- Good computer skills, knowledge of Microsoft Office Suite and Oracle, an asset.
- Knowledge of financial management software an asset.

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