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Facilities Operations Coordinator

3 months ago

Wendake, Quebec, Canada BGIS Full time

Facilities Operations Coordinator

The Facilities Operations Coordinator plays a crucial role in managing activities associated with property management. This position involves offering administrative assistance to the operations team, focusing on work order oversight, contract administration, invoice processing, and supplier coordination. The coordinator serves as a liaison for occupants regarding service requests and collaborates with various vendors to ensure effective service delivery.

Key Responsibilities

Financial Management Activities:

  • Oversee the billing cycle for all chargeable services.
  • Manage tenders or requests for proposals as necessary.
  • Facilitate the creation and monitoring of financial commitments.
  • Coordinate services with vendors when required.
  • Ensure timely receipt and processing of invoices.

Assist the Property Manager with:

  • Development of annual budgets and their revisions.
  • Monthly financial accrual activities.
  • Variance analysis between actual expenditures and budgeted amounts.
  • Long-term budget planning and reporting.

Operational Duties:

Receive, process, distribute, track, and resolve service requests from occupants within specified timeframes.
Generate work orders to facilitate necessary repairs, services, or inspections.
Maintain a comprehensive database of service requests and work orders to fulfill reporting and accounting standards by:

  • Accurately entering information in relevant fields (descriptions, costs, etc.).
  • Attaching necessary documentation (bids, etc.).
  • Updating statuses (open, pending, canceled, completed, etc.).

Collaborate with contractors, team leaders, and building technicians to ensure work orders are completed efficiently.
Administer and oversee service contracts assigned by the Property Manager as needed.

Administrative Functions:

Ensure adherence to procurement protocols when engaging third-party contractors for various tasks.
Maintain the accuracy of inventory records for goods and plants as required.
Assist team members with various administrative tasks, including:

  • Preparation of expense reports.
  • Ordering of materials.
  • Creation of communication materials (presentations, client updates, etc.).

Health and Safety Responsibilities:

Support the team leader in coordinating and obtaining work permits for various projects.
Document schedules and locations to prevent conflicts between activities conducted simultaneously by different vendors.
Report any observed incidents or accidents in line with established procedures;
Engage in training and awareness initiatives related to occupational health and safety.

Qualifications & Skills

  • High school diploma with up to one year of relevant experience in office administration or service coordination.
  • Strong interpersonal abilities.
  • Exceptional customer service orientation.
  • Proficient oral and written communication skills.
  • Capacity to work collaboratively within a team environment.
  • Aptitude for managing multiple tasks and customer inquiries concurrently.
  • Familiarity with tendering processes is advantageous.
  • Proficient computer skills, including knowledge of Microsoft Office Suite and Oracle, are beneficial.
  • Experience with financial management software is a plus.

BGIS is committed to equal employment opportunities and encourages applications from all qualified individuals. If you require accommodations during the recruitment process, please inform us. We will work with the applicant to provide suitable accommodations that consider their accessibility needs due to disability.