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Facility Operations Coordinator

3 months ago

Brockville, Ontario, Canada BGIS Full time
About BGIS

BGIS stands as a premier provider of tailored facility management and real estate solutions. Our global team, comprising over 10,000 dedicated professionals, is committed to fostering innovation through the services we offer. We actively pursue opportunities that enhance innovation for our clients' enterprises. Across North America, Europe, the Middle East, Australia, and Asia, we oversee more than 320 million square feet of client portfolios across over 30,000 locations. For more information, please visit our website.

Our Organizational Culture

At BGIS, our culture is anchored in three essential pillars:
  1. Culture of Care: We prioritize the well-being of our colleagues, clients, partners, and the communities we serve.
  2. High-Performing Teams: We strive to exceed expectations in delivering outstanding services. Our core values include INTEGRITY, OWNERSHIP, RESPONSIVENESS, INITIATIVE, VISIBILITY, DRIVE, and INTEGRATION.
  3. Commitment to Sustainability: Every action we take is guided by a commitment to preserving our planet.
Position Overview

The Facility Specialist plays a vital support role, responsible for delivering site-specific facility management insights throughout the project lifecycle. Acting as an extension of the Facility Manager (FM), the Facility Specialist ensures that all site-related needs and operational impacts are thoroughly considered and addressed. This consultative role collaborates closely with the Project Manager (PM) to provide essential information for the successful execution of projects. The Facility Specialist will utilize their expertise in facility management to support the operational aspects of the project lifecycle without directly managing or leading the project.

Key Responsibilities

Initial Meetings:
  1. Work alongside the Project Manager (PM) and Asset Manager (AM) to validate the accuracy and completeness of the Scope of Work.
  2. Identify and provide contacts for key stakeholders, including Landlord and Ministry Contacts for the site.
  3. Deliver comprehensive site information such as operational hours, escort requirements, program specifics (e.g., Building Automation Systems (BAS) impact), and site criticality.
  4. Provide detailed access information, including card access, keys, after-hours access, clearance, and secure areas.
  5. Highlight any concurrent projects at the site, including those by BGIS, Collier, or IO/Ministry.
Design Review Participation:
  1. Engage in the Design Review meeting to stay informed about design progress or changes in project scope relevant to site-specific requirements and operational impacts.
Construction Kick-Off:
  1. Participate to understand the operational impacts and tasks related to the project's lifecycle, particularly those affecting the ministry program.
  2. Identify the necessity for tenant memos, Change Request Orders (CRQs), and escorting requirements in certain areas.
Ad Hoc Meetings:
  1. Attend additional meetings as necessary to provide site-specific facility management insights.
Project Completion Walkthrough:
  1. Participate in the project completion walkthrough to accept the project and discuss any significant performance gaps.
  2. Review sub-performance documentation to identify site deficiencies that could affect operations.
  3. Accept projects only after the completion of the sub-performance report.
  4. Recognize and escalate potential issues and incidents that could impact site operations.
Tenant Impact Assessment:
  1. Assess the potential impacts of the project on tenants, including power shutdowns, parking lot closures, noise, and entrance closures.
  2. Provide information to the Service Delivery Manager (SDM) to support the approval processes for tenant memos.
  3. Coordinate with the Project Manager (PM), who is responsible for creating the tenant memo, ensuring effective communication of details to the Facility Specialist (FS).
Incident Management:
  1. Monitor incidents occurring at the site.
  2. Communicate incidents using the GCET tool.
  3. Participate in Root Cause Analysis (RCA) processes, led by the Project Manager (PM).
Method of Procedure (MOP) Reviews:
  1. Facilitate the approval of MOPs through BGIS internal key stakeholders as necessary (i.e., Technical Services).
  2. Support the Change Request Order (CRQ) process as needed.
Access Coordination:
  1. Share access requirements for the site with the Project Manager (PM).
  2. Ensure the PM organizes access for project consultants and vendors as required.
  3. Provide landlord contact information to the PM for lease sites.
  4. Coordinate with the PM, who liaises with the landlord for specific project tasks and maintains updates for the FS.
Equipment Training and Commissioning:
  1. Assign technical resources for equipment training and commissioning.
  2. Coordinate with resources such as Stationary Tech, ITS, Mobile Tech, CE Lead, and MTL to ensure proper training and commissioning of equipment.
Technical Oversight:
  1. Participate as needed as the facilities representative in technical reviews specific to site-related requirements and operational impacts.
Technical Expertise:
  1. Support project requirements by reviewing charters and identifying deficiencies.
  2. Advise on scope details and site-related requirements.
  3. Conduct site visits to review projects.
  4. Execute according to the schedule and coordinate vendors as needed to support site access.
Required Knowledge & Skills
  1. Experience in facility management or a related field.
  2. Strong organizational and communication skills.
  3. Ability to collaborate effectively with various stakeholders, including project managers, landlords, and ministry contacts.
  4. Detail-oriented with the capability to understand and communicate complex site-specific requirements.
  5. Familiarity with building operations and site access procedures.
  6. Excellent interpersonal and collaboration skills.
  7. Strong analytical and problem-solving abilities.
  8. Proactive approach to identifying and addressing potential operational impacts.
  9. Ability to manage multiple tasks and projects simultaneously.
  10. Knowledge of site security protocols and access control systems.
Licenses and Professional Accreditation
  1. No specific licenses required.
At BGIS, we value diversity and inclusion as key drivers of our business, recognizing its importance as an integral part of our organization. We are dedicated to maintaining a barrier-free recruitment process by providing equal employment opportunities through the recruitment and retention of individuals from diverse backgrounds. Promoting diversity is essential to our ongoing pursuit of organizational success.