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Administrative Support Specialist
2 months ago
About the Role
The Property Services Coordinator is a key member of the BGIS team, responsible for coordinating activities related to facility operations. This includes providing administrative support to the operations team in work order management, contract management, invoice processing, and supplier management.
Key Responsibilities
- Coordinate the billing cycle for all billable services, including calls for tenders or requests for bids, creation and follow-up of various financial commitments, and coordination with service providers.
- Support the Property Manager in preparation of annual budgets and updates, monthly accrual exercises, analysis of variances between actual expenses and budgets, and five-year budget planning and reporting.
- Receive, process, distribute, track, and close service calls received from various occupants within the allotted time.
- Create work orders to enable the handling of repair, service, or inspection activities required for operations.
- Maintain a database of service calls and work orders to meet reporting and accounting requirements.
- Coordinate with contractors, operations team leaders, and building technicians to ensure work orders are met.
- Administer and monitor service contracts assigned by the Property Manager.
- Ensure compliance with procurement procedures when awarding various jobs/services to third-party contractors.
- Maintain the integrity of the inventory of goods and plants.
- Support team members in various administrative processes, including preparation of expense accounts, material orders, and production of various communication tools.
- Support the team leader in coordinating and receiving work permits for various jobs.
- Document time and space schedules to avoid overlapping of activities carried out by different suppliers.
- Report any incidents/accidents observed in accordance with various procedures in place.
- Participate in various training and awareness-raising activities on occupational health and safety issues.
Requirements
- High school diploma with a maximum of one year of relevant experience in office administration or service coordination.
- Excellent interpersonal skills.
- Excellent customer-focused skills.
- Good oral and written communication skills.
- Ability to work cooperatively as part of a team.
- Ability to work on multiple tasks and customer requests simultaneously.
- Knowledge of tendering processes an asset.
- Good computer skills, knowledge of Microsoft Office Suite and Oracle, an asset.
- Knowledge of financial management software an asset.
