Property Management Assistant

2 weeks ago

Victoria, British Columbia, Canada BGIS Full time

About BGIS

BGIS is a leading provider of customized facility management and real estate services. With a combined team of over 6,500 globally, we focus on enabling innovation through our services while actively seeking new opportunities to support our clients' businesses.

Our Work

Our team manages over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, the Middle East, Australia, and Asia. We deliver efficient, high-quality services that meet our clients' needs.

Job Description

The Property Services Coordinator is responsible for overseeing and coordinating various services related to the effective operation of buildings. This role provides administrative support to the Operations team, focusing on areas like work order management, health and safety, contract management, invoice processing, and vendor management.

Key Responsibilities

  • Process and maintain service requests, ensuring timely resolution of client requests and database updates.
  • Ensure contractual services are issued against corresponding purchase orders and completed on time.
  • Prepare and publish tenders as required, coordinating with contractors and building technicians to follow proper work order and procurement processes.
  • Administer and monitor service contracts, including cleaning, and review vendor/contractor performance.
  • Prepare monthly summaries of expenses with supporting details and resolve errors or inconsistencies in expenses from the general ledger.
  • Schedule, coordinate, and complete cleaning inspections to maintain a high-quality image and report deficiencies with the cleaning contractor.

Health and Safety

  • Ensure the safety of all employees and contractors by enforcing health and safety policies and procedures, and work permits for all work being conducted.
  • Inform management immediately in the event of an accident and prepare incident reporting.
  • Comply with BGIS, client, and legislated HSE and Safety Code requirements, ensuring appropriate PPE usage.
  • Contribute to a strong, healthy, and safe work environment by promoting a positive H&S culture and attending safety meetings.

Communication/Customer Services

  • Prepare and communicate purchase orders to managers and suppliers, receiving POs for approval of work completed at the correct cost.
  • Establish and maintain working relationships with clients and service providers.
  • Work with clients and tenant organizations to ensure continued communication from BMP process to operational/project activities and issues, addressing all concerns and ensuring an integrated approach with all parties.

Service Contracts/Financial Management

  • Review demand work orders to determine billable or non-billable services.
  • Investigate problem invoices, report findings to management, and follow up with contractors to ensure accurate invoicing and proper billing procedures.
  • Prepare accurate information and various reports for finance and management as requested.

Knowledge & Skills

  • 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.

License and/or Professional Accreditation

  • None required.

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