Facilities Management Specialist

2 days ago

Surrey, British Columbia, Canada BGIS Full time

About Us


At BGIS, we're a leading provider of customized facility management and real estate services. With over 6,500 team members globally, we strive to enable innovation through our services while seeking new opportunities for our clients' businesses.


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


Your Role


The Facilities Management Specialist is responsible for overseeing the effective delivery of various services related to building operations. You'll provide administrative support to the Operations team in areas such as Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing, and Vendor Management.


You'll be the primary point of contact with service providers and share responsibility for resolving client requests related to property services.


Main Responsibilities



  • Process service requests from telephone, email, and personal visits, maintaining a database of requests for reporting and analysis purposes.
  • Evaluate contractual services against corresponding purchase orders and on-demand services against work orders.
  • Prepare and publish tenders as required, ensuring all work orders are scheduled and completed on time.
  • Complete forms as needed for various departments, such as RFQs, building advisories, AHJ (Intelex), diesel fuel-call up, etc.
  • Develop scopes of work and request quotes from service providers where necessary.
  • Upload relevant 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 completed before the month ends.
  • 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 best-in-class image; report and follow up on deficiencies with the cleaning contractor (travel may be required).

Health and Safety



  • Ensure the safety of employees and contractors by enforcing health and safety policies and procedures, as well as work permits for all activities.
  • In the event of an accident, immediately notify according to Company procedure and prepare incident reports.
  • Comply with BGIS and clients' legislated HSE and Safety Code Compliance and use Personal Protective Equipment (PPE) as necessary.
  • Promote a positive H&S culture, attending safety meetings, and contributing to a healthy and safe work environment.
  • Complete corporate safety training.
  • Send, receive, review, and track H&S documentation.
  • Manage building activities to prevent conflicting safety hazards.
  • Verify client security requirements and ensure service providers comply before entering client spaces.

Communication/Customer Services



  • Prepare and communicate purchase orders to managers and suppliers; receive POs for payment approval at correct costs.
  • Maintain working relationships with clients and service providers.
  • Collaborate with Clients/Tenants to ensure continued communication from BMP process to operational/project activities and issues, addressing concerns and integrating approaches with all parties.

Service Contracts / Financial Management



  • Determine if billable or non-billable work orders based on demand.
  • Investigate problem invoices, reporting findings to Management, and following up with contractors for accurate invoicing and proper billing procedures.
  • Provide accurate information and reports for Finance and Management upon request.
  • Review daily, weekly, and monthly financial reports for accuracy.

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.
  • Capacity to handle multiple concurrent tasks and client requests.
  • Familiarity with tendering processes.
  • Proficiency in Microsoft Office and Oracle Cloud.
  • Knowledge of financial management software.
  • Must obtain required Security Clearance, where applicable.

Licenses and/or Professional Accreditation



  • None required.

Role Dimensions


This role involves minimal project leadership and some communication responsibilities, primarily clarifying service requests, providing instructions, training, and explaining approaches.


A working knowledge in a specialized area is required, along with the ability to analyze challenges, determine the most appropriate course of action, and choose solutions that may involve knowledge of 1-3 software applications.


This is a regular, full-time position with a base salary range of $43,931 - $54,914 per annum. 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.

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