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Facilities Operations Coordinator
3 months ago
About Us
BGIS is a premier provider of tailored facility management and real estate solutions. With a dedicated workforce of over 6,500 professionals worldwide, we are committed to fostering innovation through the services we provide, while continuously seeking new avenues to enhance our clients' operations. We manage an extensive portfolio of over 320 million square feet across more than 30,000 locations globally, including North America, Europe, the Middle East, Australia, and Asia.
For more details, please visit our website.
POSITION OVERVIEW
The Facilities Operations Coordinator plays a crucial role in managing and coordinating the efficient delivery of various services essential for the ongoing functionality of the facilities. This position provides administrative assistance to the Operations team across multiple domains, including Work Order Management, Health, Safety & Environmental compliance, Contract Oversight, Invoice Processing, and Vendor Coordination.
The coordinator serves as the primary liaison with diverse service providers and shares the responsibility for the prompt resolution of all client inquiries related to facility services.
KEY RESPONSIBILITIES
Operational Duties:
Manages service requests received through various channels, including phone, email, and in-person visits, while maintaining a comprehensive database for reporting and analysis. Ensures that contractual services are issued against the appropriate Purchase Orders (PO) and that on-demand services are processed through Work Orders (WO). Prepares and disseminates tenders as necessary, ensuring that all work orders are scheduled and executed in a timely manner. Completes required documentation for various departments, such as Requests for Quotations (RFQs), building advisories, and other operational forms. Develops scopes of work and solicits quotes from service providers as needed. Uploads relevant documentation to work orders for accurate reporting and auditing. Coordinates with contractors and building technicians to ensure adherence to work order and procurement protocols. Reviews monthly Preventative Maintenance work orders, ensuring timely dispatch and completion prior to month-end. Administers and monitors service contracts, including cleaning services, and evaluates vendor performance. Prepares monthly expense summaries with supporting documentation and addresses any discrepancies in the general ledger. Schedules and conducts cleaning inspections to maintain a high standard of facility appearance, reporting and addressing any deficiencies with the cleaning contractor.Health and Safety Responsibilities:
Ensures the safety of all personnel and contractors by enforcing compliance with health and safety policies and procedures, including the management of work permits. In the event of an incident, promptly follows company procedures for reporting and documentation. Guarantees adherence to all BGIS and client health, safety, and environmental regulations, ensuring appropriate use of personal protective equipment (PPE). Promotes a strong health and safety culture within the workplace by participating in safety meetings and completing all required training. Manages and tracks health and safety documentation effectively. Coordinates building activities to prevent conflicting safety hazards. Verifies client security protocols and ensures compliance by service providers before they access client areas.Communication and Customer Service:
Prepares and communicates Purchase Orders to management and suppliers, ensuring accurate payment for completed work. Establishes and nurtures professional relationships with clients and service providers. Collaborates with client and tenant organizations to ensure seamless communication regarding operational and project activities, addressing any concerns with an integrated approach.Service Contracts and Financial Oversight:
Reviews demand work orders to classify them as billable or non-billable. Investigates discrepancies in invoices and reports findings to management promptly, ensuring accurate billing practices are followed. Prepares detailed reports and information for finance and management as required. Reviews financial reports regularly to ensure accuracy and compliance.REQUIRED QUALIFICATIONS
High School Diploma with up to 1 year of relevant experience in office administration or service coordination. Strong interpersonal and customer service skills. Excellent verbal and written communication abilities. Ability to collaborate effectively within a team environment. Capacity to manage multiple tasks and client requests simultaneously. Familiarity with tendering processes is an asset. Proficient in Microsoft Office; knowledge of Oracle Cloud is a plus. Experience with financial management software is advantageous.Licenses and Certifications
None required.BGIS is an equal opportunity employer, and we encourage individuals from all backgrounds to apply. We are committed to providing accommodations during the recruitment process for applicants with disabilities.
At BGIS, we recognize that diversity and inclusion are vital to our success, and we strive to integrate these values into every aspect of our organization.
