Facilities Operations Coordinator

2 days ago

Victoria, British Columbia, Canada BGIS Full time

About Us

At BGIS, we pride ourselves on being a leading provider of customized facility management and real estate services. Our team of over 6,500 professionals globally relentlessly focuses on enabling innovation through the services we deliver.

We manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, the Middle East, Australia, and Asia.

Role Overview

The Facilities Operations Coordinator is responsible for overseeing the effective delivery of various services related to the ongoing operation of buildings. This role provides administrative support to the Operations team in areas such as Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing, and Vendor Management.

This position is the primary point of contact with service providers and shares responsibility for timely resolution of all client requests pertaining to property services.

Key Responsibilities:

  • Processes service requests received by phone, email, and personal visits, maintaining a database to meet reporting and analysis requirements.
  • Ensures contractual services are issued against corresponding POs and on-demand services against WOs.
  • Prepares and publishes tenders as required, ensuring work orders are scheduled and completed on time.
  • Completes forms as needed 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 necessary.
  • Uploads applicable documentation to work orders for reporting and auditing purposes.
  • Covers communication involving some clarifications or addressing service requests, providing instructions, training, or explaining approaches.
  • Reviews monthly Preventative Maintenance work orders, ensuring PMs are dispatched appropriately 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, resolving errors or inconsistencies in expenses from the general ledger.
  • Schedules, coordinates, and completes cleaning inspections to guarantee best-in-class image; reports and follows up on deficiencies with the cleaning contractor (travel may be required).
  • Manages time and space of building activities to ensure no conflicting safety hazards.
  • Verifies client security requirements and ensures service providers are compliant before entering client spaces.
  • Establishes and maintains working relationships with clients and service providers.
  • Works with clients/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.

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, and Oracle Cloud an asset.
  • Knowledge of financial management software an asset.

Benefits

This is a regular, full-time position with a salary range of $43,931 - $54,914. The starting salary will be based on the successful candidate's competencies, including but not limited to experience, education, and performance related to this role.

BGIS is an equal opportunity employer and welcomes applicants. If you require accommodation during the recruitment process, please contact us.

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