Property Services Coordinator

1 month ago

Calgary, Alberta, Canada BGIS Full time
Job Title: Property Services Coordinator

About Us:

At BGIS, we are a leading provider of customized facility management and real estate services. With a global team of over 6,500 professionals, we focus on enabling innovation through the services we deliver, while actively seeking new opportunities to drive innovation 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.

Job Summary:

The Property Services Coordinator is responsible for overseeing and coordinating the effective delivery of various services related to the ongoing operation of the building(s). 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.

The Property Services Coordinator is the primary point of contact with various service providers and shares responsibility for the timely resolution of all client requests pertaining to property services.

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 (Intelex), 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.

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.

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 & Oracle Cloud an asset.
  • Knowledge of financial management software an asset.

Licenses and/or Professional Accreditation:

  • None required.

At BGIS, we are an equal opportunity employer, and we welcome you to apply for a position with us. If you require accommodation during the recruitment process, please contact us at askHR. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant's accessibility needs due to disability.

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 retaining individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success.

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