Facility Operations Coordinator

2 months ago

Pickering, Ontario, Canada BGIS Full time
Job Summary

The Property Services Coordinator is responsible for coordinating the delivery of various services related to the ongoing operation of a building. This role provides administrative support to the Operations team, including Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing, and Vendor Management. The primary point of contact with service providers, this role ensures the timely resolution of client requests pertaining to property services.

Key Responsibilities
  1. Processes service requests received by telephone, email, and personal visits, maintaining a database of such requests to meet reporting and analysis requirements.
  2. Ensures contractual services are issued against corresponding POs and on-demand services are issued to work orders.
  3. Prepares and publishes tenders as required and ensures all work orders are scheduled and completed on time.
  4. Completes forms as required for various departments, including RFQs, building advisories, AHJ, and diesel fuel calls.
  5. Develops scopes of work and requests quotes from service providers where required.
  6. Uploads applicable documentation to work orders for reporting and auditing purposes.
  7. Coordinates with contractors and building technicians to ensure proper work order and procurement processes are followed.
  8. Reviews monthly Preventative Maintenance work orders, ensuring PMs are dispatched appropriately and are scheduled and completed prior to month-end.
  9. Administers and monitors service contracts, including cleaning, and reviews vendor/contractor performance.
  10. Prepares monthly summaries of expenses with supporting details and resolves errors or inconsistencies in expenses from the general ledger.
  11. Schedules, coordinates, and completes cleaning inspections to guarantee a best-in-class image is upheld at all times, reporting and following up on deficiencies with the cleaning contractor.
Health and Safety
  1. 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.
  2. In the event of an accident, informs immediately according to company procedure and prepares incident reporting.
  3. Ensures compliance to all BGIS and clients' and legislated HSE and safety code compliance and ensures PPE is being used as appropriate.
  4. Contributes to a strong, healthy, and safe work environment by promoting a positive H&S culture and attending safety meetings.
  5. Completes all corporate safety training and sends, receives, reviews, and tracks H&S documentation.
  6. Manages time and space of building activities to ensure no conflicting safety hazards.
  7. Verifies client security requirements and ensures service providers are compliant prior to entering client space.
Communications/Customer Services
  1. Prepares and communicates POs to managers and suppliers, receives POs to approve payment for work completed at the correct cost.
  2. Establishes and maintains working relationships with clients and service providers.
  3. Works with the Client/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
  1. Reviews demand work orders to determine if billable or non-billable.
  2. Reviews and investigates problem invoices and reports findings to Management in a timely manner, following up with contractors to ensure accuracy of invoicing and ensures proper billing procedures are followed.
  3. Prepares accurate information and various reports for Finance and Management as requested.
  4. Reviews daily, weekly, monthly financial reports to ensure accuracy of reporting.
Knowledge and 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.
  • Knowledge of tendering processes as an asset.
  • Good computer skills, Microsoft Office, and Oracle Cloud an asset.
  • Knowledge of financial management software an asset.
Role Dimensions
  • 1. Project Management: Doesn't lead projects.
  • 2. Communications: Communication involves some clarifications or addressing the service requests, providing instructions, training, explaining the approach.
  • 3. Expertise: Working knowledge in a specialized area.
  • 4. 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.

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