Relocations Project Coordinator

3 weeks ago

Vancouver, Canada BGIS Full time

**Who We Are**

**SUMMARY**

The **Relocations Project Coordinator **is responsible for planning and delivering facility moves, adds or change projects, including coordinating furniture installation and Sustainable Furniture & Office decommissioning services.

**KEY DUTIES & RESPONSIBILITIES**

Service Delivery
- Plans and delivers facility moves, adds or change projects as well as facility planning projects, including Furniture Installation and Sustainable Furniture & Office decommissioning projects.
- Participates and may lead client project calls and distribute meeting minutes.
- Creates schedules and monitors progress against timelines.
- Participates in the planning process for each project, taking into consideration the client’s requirements and TFMS deliverables.
- Works cross-functionally with other internal team members, service lines, project groups and operation groups to plan, manage and deliver projects.
- Coordinate and manage all on site activities such as booking loading docks and elevators ensuring all necessary vendors have correct access.
- Coordinates and manages the onboarding of third-party vendors, ensuring compliancy with security, work permits and general requirements as necessary.
- Supervise and manage all on site activity under MAC scope of work - furniture installation, decommissioning and relocation services.
- Coordinates with the client and third-party vendors for furniture delivery, installation and remediation of any furniture deficiencies.
- Develops, shares and updates the project schedule taking into consideration budget, required timeline and any risks to projects.
- Develops and completes tender packages for the procurement of third-party services.
- Provides input, evaluation and maintenance of Standing Offer contracts with third-party services.
- Evaluates, plans and manages all Health & Safety risks and requirements, working with the BGIS Health & Safety team and other internal groups as required.
- Ensures all projects are delivered on time, within scope, budget and requirements and complies with all regulatory, environmental, health and safety requirements.
- Provides thought leadership in the area of moves, adds and changes, furniture installation and sustainable furniture and office decommissioning.
- Perform other duties, as assigned.

Relationship Management
- Develops strong internal relationships with other team members, service lines, project groups and operation groups to plan, manage and deliver projects.
- Maintains an effective positive working relationship with all clients, stakeholders and internal teams on each project to maintain client objectives - One BGIS.
- Will contribute to the ongoing Indigenous Engagement relationships between BGIS and local Indigenous communities.
- Contributes to the maintenance of an effective recycling third-party and charity database and hold good relationships with all.
- Effectively and pro-actively communicates with stakeholders, such as Clients, contractors and industry bodies (as required) to ensure
- Client satisfaction and BGIS’s success.
- Maintains a good relationship with all third-party contractors.

Reporting & Communication
- Completes project milestone billing documents and ensures consistency throughout projects.
- Contributes to the development and upkeep of work instructions and processes with the National MAC Lead and others as required.
- Participates in project status reporting and monthly financial reporting activities for all assigned projects.
- Participates in regular meetings with the MAC team to drive alignment and consistency in the TFMS delivery of MAC projects.
- Provides updates to the MAC Team Lead on project impacts and opportunities.
- Participates in project kick off meetings, both internal and external as required.
- Communicates with all project stakeholders regularly and may chair project status meetings.
- Maintains effective filing structure and ensures all documentation for each project is correctly filed and audit ready.

Financial Management
- Responsible for ensuring adherence with all financial and procurement policies and procedures
- Assists in creating MAC Rough Order of Magnitude (ROM) budgets for proposal development and space-based activity (SBA) management.
- Monitoring contractor Purchase Order’s (PO’s) and ensuring that they align with the approved budget and quote.
- Keeps track of all invoices and cross checks that work billed for aligns with work quoted.
- Ensures all money received from diversion in Sustainable decommissioning projects is given back to the client or established, approved receiver.

Service Delivery Development/ Quality Management
- Works collaboratively with the National MAC Lead, Program Director and other internal stakeholders to develop, maintain and improve upon the MAC service delivery line.
- Develop and maintain measurable Key Performance Indicators (KPI’s).
- Partakes in the development and maintenance of all processes, tools and

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