Property Services Coordinator

4 weeks ago

Calgary, Alberta, Canada BGIS Full time

About the Role

The Property Services Coordinator is a key member of our team, responsible for overseeing and coordinating the effective delivery of various services related to the ongoing operation of our 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.

Key Responsibilities

  • Process service requests received by telephone, email, and personal visits, and maintain a database of such requests to meet reporting and analysis requirements.
  • Ensure contractual services are issued against corresponding POs and on-demand services are issued to WOs.
  • Prepare and publish tenders as required and ensure all work orders are scheduled and completed on time.
  • Complete forms as required for various departments, such as RFQs, building advisories, AHJ, diesel fuel-call up, etc.
  • Develop scopes of work and request quotes from service providers where required.
  • Upload all applicable documentation to work orders for reporting and auditing purposes.
  • Coordinate with contractors and building technicians to ensure proper work order and procurement processes are followed.
  • Review monthly Preventative Maintenance work orders, ensuring PMs are dispatched appropriately and are scheduled and completed prior to month-end.
  • 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 guarantee a best-in-class image is upheld at all times; report and follow up on deficiencies with the cleaning contractor (travel may be required).

Health and Safety

  • 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.
  • In the event of an accident, inform immediately according to Company procedure. Prepare incident reporting.
  • Ensure compliance to all BGIS and clients' and legislated HSE and Safety Code Compliance and ensure PPE is being used as appropriate.
  • Contribute to a strong, healthy, and safe work environment by promoting a positive H&S culture. Attend safety meetings.
  • Complete all corporate safety training.
  • Send, receive, review, and track H&S documentation.
  • Manage time and space of building activities to ensure no conflicting safety hazards.
  • Verify client security requirements and ensure service providers are compliant prior to entering client space.

Communication/Customer Services

  • Prepare and communicate POs to managers and suppliers; receive POs to approve payment for work completed at the correct cost.
  • Establish and maintain working relationships with clients and service providers.
  • Work with the client/tenant organizations to ensure continued communication from BMP process to operational/project activities and issues. Address all concerns and ensure an integrated approach with all parties.

Service Contracts/Financial Management

  • Review demand work orders to determine if billable or non-billable.
  • Review and investigate problem invoices and report findings to Management in a timely manner; follow up with contractors to ensure accuracy of invoicing and ensure proper billing procedures are followed.
  • Prepare accurate information and various reports for Finance and Management as requested.
  • Review daily, weekly, monthly financial reports to ensure accuracy of reporting.

About BGIS

At BGIS, we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds.

Language Code

en

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