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Tenant Services Coordinator

2 months ago

Sudbury, Ontario, Canada BGIS Full time
About the Role

We are seeking a highly organized and detail-oriented Tenant Services Coordinator to join our team at BGIS. As a key member of our facilities management team, you will be responsible for coordinating the delivery of small-scale maintenance projects, workspace changes, design services, and office services.

Key Responsibilities
  • Coordinate the resolution of tenant issues related to the delivery of tenant service projects.
  • Assemble the scope and specifications, tendering, financial administration, and monitoring contractor performance for tenant service and base building projects.
  • Work with Facility Managers to deliver small-scale tenant service projects, determining skills required, assisting with contractor selection, and monitoring performance.
  • Coordinate, plan, and oversee BGIS and subcontracted forces to deliver required tenant service projects within the scope of the position.
  • Work with multiple concerned parties to ensure timely and successful project completion, ensuring adherence to scope, budget requirements, and maintaining client satisfaction.
  • Participate in the development of in-house project engineering cost estimates, design concept alternatives, standards, and procedures.
  • Manage and oversee the performance of design consultants and contractors throughout the duration of a project, identifying and resolving issues while monitoring and ensuring the quality of service.
  • Review the work done by contractors, report any discrepancies to Facility Manager, and request Purchase Orders.
Health and Safety
  • Ensure that projects are delivered in compliance with all regulatory, environmental, and health and safety requirements.
  • Follow Company procedures to ensure a safe environment, personal safety, and safety of others.
  • Send, receive, review, and track H&S documentation.
  • Manage time and space of building activities to ensure no conflicting safety hazards.
  • Verify client security requirements and ensure service providers are compliant prior to entering client space.
Communication
  • Develop client project communications, including deadline notification, process updates, and scope requirements.
Documentation
  • Create and submit all project documentation, funding justification, and approval templates, including but not limited to scope and specifications, tendering, financial administration, and monitoring contractor performance.
  • Meet all documentation requirements and submissions.
Financial and Invoicing
  • Review contract work invoices and address discrepancies.
  • Create various funding documents for tenants to review and commit funding as needed for services requested.
  • Review all quotes and all funding docs for accuracy and completeness.
Analytics and Data Management
  • Track all projects and timeline, providing regular status updates.
  • Track and report on project totals monthly.
Relationship Management
  • Develop and maintain effective relationships with vendors, clients, and concerned parties.
  • Manage concerned parties' requirements, scope changes, and project expectations.
Requirements
  • High school completion plus a specialized technical or business course.
  • 1-3 years of job-related experience specific to the assignment – facility management, churn, facility infrastructures, client industry sector, government sector, etc.
  • Good client management/customer service skills.
  • Effective Interpersonal skills, with an emphasis on communication (verbal/written).
  • Knowledge of project delivery and tendering processes.
  • General knowledge of commercial building systems and/or construction.
  • Strong organizational, coordination, and documentation skills with the ability to multi-task.
  • Ability to work independently.
  • Proficiency with CAD will be considered an asset.
  • Proficient with MS Office and email software.
Licenses and/or Professional Accreditation
  • Valid driver's license (as required).