Property Services Coordinator

2 months ago

Calgary, Alberta, Canada BGIS Full time

About BGIS

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.

Job Summary

The Property Services Coordinator is responsible for overseeing and coordinating the effective delivery of a variety of services related to the ongoing operation of the building(s). Provides administrative support to the Operations team in a variety of areas including Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing, and Vendor Management.

The Property Services Coordinator is the primary point of contact with various service providers and shares responsibility for the timely resolution of all client requests pertaining to property services.

Key Responsibilities

  • Processes service requests received by telephone, email, and personal visits and maintains a database of such requests to meet reporting and analysis requirements.
  • Ensures contractual services are issued against corresponding PO (purchase order) and on-demand services issued to WO (work order).
  • Prepares and publishes tenders as required and ensures all work orders are scheduled and completed on time.
  • Completes forms as required for various departments – such as RFQs, building advisories, AHJ (Intelex), diesel fuel-call up, etc.
  • Develops scopes of work and requests quotes from service providers where required.
  • Uploads all applicable documentation to work orders for reporting and auditing purposes.
  • Coordinates with contractors and building technicians to ensure proper work order and procurement processes are followed.
  • Reviews monthly Preventative Maintenance work orders. Ensures PMs are dispatched appropriately and are scheduled and completed prior to month end.
  • Administers and monitors service contracts including cleaning and reviews vendor/contractor performance.
  • Prepares monthly summaries of expenses with supporting details and resolves errors or inconsistencies in expenses from the general ledger.
  • Schedules, coordinates, and completes cleaning inspections to guarantee best-in-class image is upheld at all times; reports and follows up on deficiencies with cleaning contractor (travel may be required).

Health and Safety

  • Responsible for the safety of all employees and contractors by ensuring all health and safety policies and procedures are being followed and work permits are in place for all work being conducted.
  • In the event of an accident, informs immediately according to Company procedure. Prepare incident reporting.
  • Ensures compliance to all BGIS and Clients' and Legislated HSE and Safety Code Compliance and ensures PPE is being used as appropriate.
  • Contributes to a strong, healthy, and safe work environment by promoting a positive H&S culture. Attends safety meetings.
  • Completes all corporate safety training.
  • Sends, receives, reviews, and tracks H&S documentation.
  • Manages time & space of building activities to ensure no conflicting safety hazards.
  • Verifies client security requirements and ensures service providers are compliant prior to entering client space.

Communication/Customer Services

  • Prepares and communicates the POs to managers and suppliers; receives POs to approve payment for work completed at the correct cost.
  • Establishes and maintains working relationships with Clients and service providers.
  • Works with the Client/Tenant Organizations to ensure continued communication from BMP process to operational/project activities and issues. Addresses all concerns and ensures an integrated approach with all parties.

Service Contracts / Financial Management

  • Reviews demand work orders to determine if billable or non-billable.
  • Reviews and investigates problem invoices and report findings to Management in a timely manner; follows up with contractors to ensure accuracy of invoicing and ensures proper billing procedures are followed.
  • Prepares accurate information and various reports for Finance and Management as requested.
  • Reviews daily, weekly, monthly financial reports to ensure accuracy of reporting.

Problem Solving and Innovation

  • Work requires understanding the nature of the challenge, analyzing the data, and addressing it by choosing the most appropriate course of action. Sometimes the course of action needs to be determined very quickly, and solutions might require knowledge of 1-3 software applications.

Requirements

  • High School Diploma with up to 1 year of relevant experience in office administration/service coordination.
  • Excellent interpersonal skills.
  • Strong customer-oriented skills.
  • Good communication skills (verbal/written).
  • Ability to work collaboratively within a team environment.
  • Ability to work on numerous concurrent tasks and client requests.
  • Knowledge of tendering processes as an asset.
  • Good computer skills, Microsoft Office & Oracle Cloud an asset.
  • Knowledge of financial management software an asset.

Accommodation

BGIS is an equal opportunity employer and we welcome you to apply for a position with us If you require accommodation during the recruitment process, please contact us at askHR. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant's accessibility needs due to disability.

At BGIS, we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success

  • Project Coordinator

    3 weeks ago

    Calgary, Alberta, Canada QuadReal Property Group Full time

    About QuadReal Property GroupQuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. With a total of $77 billion in assets under management, the company has expanded its capabilities to invest in equity and debt in both the public and private markets.Job SummaryQuadReal...

  • Project Coordinator

    3 weeks ago

    Calgary, Alberta, Canada QuadReal Property Group Full time

    About QuadReal Property GroupQuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. With a total of $77 billion in assets under management, the company has expanded its capabilities to invest in equity and debt in both the public and private markets.Job SummaryQuadReal...

  • Property Services Coordinator

    2 weeks ago

    Calgary, Alberta, Canada BGIS Full time

    Job Title: Property Services CoordinatorAbout Us:At BGIS, we are a leading provider of customized facility management and real estate services. With a global team of over 6,500 professionals, we focus on enabling innovation through the services we deliver, while actively seeking new opportunities to drive innovation for our clients' businesses.We manage over...

  • Property Management Coordinator

    2 months ago

    Calgary, Alberta, Canada Homes by Avi Full time

    Job SummaryWe are seeking a highly organized and efficient Property Management Coordinator to join our team at Homes by Avi. As a key member of our property management team, you will be responsible for organizing property tours, responding to inquiries, and managing leasing contracts.Key ResponsibilitiesOrganize and conduct property tours of available and...

  • Property Management Sales Coordinator

    3 weeks ago

    Calgary, Alberta, Canada Trail Appliances Ltd. Full time

    Job Title: Property Management Sales CoordinatorWe are seeking a detail-oriented and proactive Property Management Sales Coordinator to join our dynamic team at Trail Appliances Ltd.About the RoleThis role is pivotal in providing high-quality administrative support and sales coordination. You will be responsible for maintaining the fulfillment report,...

  • Property Management Sales Coordinator

    3 weeks ago

    Calgary, Alberta, Canada Trail Appliances Ltd. Full time

    Job Title: Property Management Sales CoordinatorWe are seeking a detail-oriented and proactive Property Management Sales Coordinator to join our dynamic team at Trail Appliances Ltd.About the RoleThis role is pivotal in providing high-quality administrative support and sales coordination. You will be responsible for maintaining the fulfillment report,...

  • Project Coordinator

    1 week ago

    Calgary, Alberta, Canada Dusty Property Management - Handyman Services Full time

    Job Title: Project CoordinatorJob Summary: We are seeking a highly organized and detail-oriented Project Coordinator to join our team at Dusty Property Management - Handyman Services. The successful candidate will be responsible for implementing new administrative procedures, reviewing and evaluating existing procedures, and establishing work priorities to...

  • Project Coordinator

    2 weeks ago

    Calgary, Alberta, Canada Dusty Property Management - Handyman Services Full time

    Job DescriptionDusty Property Management - Handyman Services is seeking a highly organized and detail-oriented Project Coordinator to join our team. As a key member of our administration department, you will be responsible for implementing new administrative procedures, reviewing and evaluating existing ones, and ensuring that all tasks are completed...

  • Project Coordinator

    1 week ago

    Calgary, Alberta, Canada Dusty Property Management - Handyman Services Full time

    Job Title: Project CoordinatorJob Summary: We are seeking a highly organized and detail-oriented Project Coordinator to join our team at Dusty Property Management - Handyman Services. The successful candidate will be responsible for implementing new administrative procedures, reviewing and evaluating existing procedures, and ensuring that all tasks are...

  • Administrative Assistant

    2 weeks ago

    Calgary, Alberta, Canada Dusty Property Management - Handyman Services Full time

    Job SummaryWe are seeking an experienced Administrative Assistant to join our team at Dusty Property Management - Handyman Services. The successful candidate will be responsible for providing administrative support to our team, including coordinating office operations, managing correspondence, and maintaining accurate records.Key ResponsibilitiesCoordinate...

  • Project Coordinator

    2 weeks ago

    Calgary, Alberta, Canada Dusty Property Management - Handyman Services Full time

    Job Title: Project CoordinatorJob Summary: We are seeking a highly organized and detail-oriented Project Coordinator to join our team at Dusty Property Management - Handyman Services. The successful candidate will be responsible for implementing new administrative procedures, reviewing and evaluating existing procedures, and ensuring that all tasks are...

  • Project Coordinator, Capital Projects

    3 weeks ago

    Calgary, Alberta, Canada QuadReal Property Group Full time

    About QuadReal Property GroupQuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management total $77.6 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and...

  • Project Coordinator, Capital Projects

    3 weeks ago

    Calgary, Alberta, Canada QuadReal Property Group Full time

    About QuadReal Property GroupQuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management total $77.6 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and...

  • Property Relations Coordinator

    1 month ago

    Calgary, Alberta, Canada Minto Group Full time

    Property Relations Coordinator RoleWe are seeking a highly organized and detail-oriented Property Relations Coordinator to join our team at Minto Group. In this role, you will be responsible for assisting the leasing team with administrative tasks and maintaining relationships with our third-party property management partner.Your Key Responsibilities:Conduct...

  • Property Management Sales Coordinator

    3 weeks ago

    Calgary, Alberta, Canada Trail Appliances Ltd. Full time

    About Trail Appliances Ltd.Trail Appliances Ltd. is a leading independent appliance retailer in Western Canada, founded in 1974 by the Broderick family. Our company is built on strong family values, a collaborative work culture, and a commitment to unparalleled customer service, competitive pricing, and expert advice.Job Title: Property Management Sales...

  • Property Management Sales Coordinator

    3 weeks ago

    Calgary, Alberta, Canada Trail Appliances Ltd. Full time

    About Trail Appliances Ltd.Trail Appliances Ltd. is a leading independent appliance retailer in Western Canada, founded in 1974 by the Broderick family. Our company is built on strong family values, a collaborative work culture, and a commitment to unparalleled customer service, competitive pricing, and expert advice.Job Title: Property Management Sales...

  • Property Services Coordinator

    1 week ago

    Calgary, Alberta, Canada BGIS Full time

    About the RoleThe Property Services Coordinator is a key member of our team, responsible for overseeing and coordinating the effective delivery of various services related to the ongoing operation of our buildings. This role provides administrative support to the Operations team in areas such as Work Order Management, Health, Safety & Environmental, Contract...

  • Property Management Sales Coordinator

    2 weeks ago

    Calgary, Alberta, Canada Trail Appliances Ltd. Full time

    Property Management Sales Coordinator**About Trail Appliances Ltd.**At Trail Appliances Ltd., we are dedicated to providing our customers with exceptional service and support. Our team is passionate about delivering high-quality products and solutions that meet the needs of our clients.**The Role**We are seeking a detail-oriented and proactive Property...

  • Administrative Assistant

    2 weeks ago

    Calgary, Alberta, Canada Dusty Property Management - Handyman Services Full time

    Job Title: Administrative Assistant - Office CoordinatorWe are seeking an experienced Administrative Assistant to join our team at Dusty Property Management - Handyman Services. The successful candidate will be responsible for providing administrative support to our team, including coordinating office operations, managing schedules, and maintaining accurate...

  • Property Management Sales Coordinator

    3 weeks ago

    Calgary, Alberta, Canada Trail Appliances Ltd. Full time

    About Trail Appliances Ltd.Trail Appliances Ltd. is a leading independent appliance retailer in Western Canada, founded in 1974 by the Broderick family. Our company values unparalleled customer service, competitive pricing, and expert advice, setting us apart from our competitors.Job Title: Property Management Sales CoordinatorWe are seeking a...