Facilities Operations Coordinator

2 weeks ago

Calgary, Alberta, Canada BGIS Full time
Overview

BGIS is a leading provider of customized facility management and real estate services, with a combined team of over 6,500 globally. Our focus on enabling innovation through the services we deliver positions us as a trusted partner for clients worldwide.

Salary Information

The estimated annual salary for this position ranges from $60,000 to $80,000 CAD, depending on location and experience.

About the Job

The Facilities Operations Coordinator plays a crucial role in overseeing and coordinating the effective delivery of various services related to building operations. This includes providing administrative support to the Operations team in areas such as Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing, and Vendor Management.

This key position serves as the primary point of contact with service providers, ensuring timely resolution of client requests pertaining to property services. The incumbent will work collaboratively within a team environment, leveraging their excellent interpersonal skills and strong customer-oriented abilities to drive success.

Key Responsibilities
  • Processes service requests received by telephone, email, and personal visits, maintaining a database of such requests to meet reporting and analysis requirements.
  • Ensures contractual services are issued against corresponding POs and on-demand services issued to WOs.
  • Prepares and publishes tenders as required, ensuring all work orders are scheduled and completed on time.
  • Completes forms as needed for various departments, including 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.
  • C coordiates with contractors and building technicians to ensure proper work order and procurement processes are followed.
  • Reviews monthly Preventative Maintenance work orders, ensuring PMs are dispatched appropriately and scheduled/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 and resolves errors or inconsistencies in expenses from the general ledger.
  • Schedules, coordinates, and completes cleaning inspections to maintain a best-in-class image; reports and follows up on deficiencies with the cleaning contractor (travel may be required).
Health and Safety
  • Responsible for the safety of 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, informs immediately according to Company procedure. Prepare incident reporting.
  • Ensures compliance to all BGIS and Clients' and Legislated HSE and Safety Code Compliance and ensures PPE is being used as appropriate.
  • Contributes to a strong, healthy, and safe work environment by promoting a positive H&S culture. Attends safety meetings.
  • Completes all corporate safety training.
  • Sends, receives, reviews, and tracks H&S documentation.
  • Manages time and space of building activities to ensure no conflicting safety hazards.
  • Verifies client security requirements and ensures service providers are compliant prior to entering client space.
Communication/Customer Services
  • Prepares and communicates POs to managers and suppliers; receives POs to approve payment for work completed at the correct cost.
  • Establishes and maintains working relationships with Clients and service providers.
  • Works with the Client/Tenant Organizations to ensure continued communication from BMP process to operational/project activities and issues. Addresses all concerns and ensures an integrated approach with all parties.
Service Contracts / Financial Management
  • Reviews demand work orders to determine if billable or non-billable.
  • Reviews and investigates problem invoices and report findings to Management in a timely manner; follows up with contractors to ensure accuracy of invoicing and ensures proper billing procedures are followed.
  • Prepares accurate information and various reports for Finance and Management as requested.
  • Reviews daily, weekly, monthly financial reports to ensure accuracy of reporting.
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. Sometimes the course of action needs to be determined very quickly, and solutions might require knowledge of 1-3 software applications.

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