Tenant Service Coordinator

2 months ago

Ottawa, Canada BGIS Full time

Who We Are

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia. Further information is available at

SUMMARY

The Tenant Services Coordinator supports BGIS clients by coordinating the delivery of small-scale maintenance projects, workspace changes, design services and office services. They coordinate the resolution of tenant issues related to the delivery of tenant service projects. They are also responsible for assembling the scope and specifications, tendering, financial administration and monitoring contractor performance for tenant service and base building projects.

KEY DUTIES & RESPONSIBILITIES

Projects:

§ Receives, processes and validates service requests received by telephone, e-mail, and personal visits and maintain service call / work order tracking as required (Keep a Project Tracker spreadsheet).

§ Works with the Facility Managers to deliver small-scale tenant service projects; determining skills required, assisting with contractor selection and monitoring performance.

§ Coordinates, plans and oversees BGIS and subcontracted forces to deliver required tenant service projects within the scope of the position. 

§ Works with multiple stakeholders to ensure timely and successful project completion, ensuring adherence to scope, budget requirements and maintaining client satisfaction.

§ Participates in the development of in-house project engineering cost estimates; design concept alternatives; standards and procedures; and Consultant Terms of Reference.

§ Manages and oversees the performance of design consultants and contractors throughout the duration of a project, identifying and resolving issues while monitoring and ensuring the quality of service.

§ Reviews the work done by contractors, reports any discrepancies to Facility Manager and requests Purchase Orders.

Health and Safety:

§ Ensures that projects are delivered in compliance with all regulatory, environmental and health and safety requirements.

§ Follows Company procedures to ensure safe environment, personal safety and safety of others.

§ Sends, receives, reviews, and tracks H&S documentation.

§ Manages time & 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:

§ Develops client project communications, including deadline notification, process updates, and scope requirements.

Documentation :

§ Creates and submits all project documentation, funding justification and approval templates; including but not limited to scope and specifications, tendering, financial administration, and monitoring contractor performance. 

§ Meets all documentation requirements and submissions.

Financial & Invoicing:

§ Reviews contract work invoices and address discrepancies.

§ Creates various funding documents for tenants to review and commit funding as needed for services requested.

§ Reviews all quotes and all funding docs for accuracy and completeness.

Analytics & Data Management:

§ Tracks all projects and timeline, providing regular status updates.

§ Tracks and reports on project totals monthly.

Relationship Management:

§ Develops and maintains effective relationships with vendors, clients and stakeholders.

§ Manages stakeholder requirements, scope changes, and project expectations.

Knowledge & Skills

§ High school completion plus a specialized technical or business course.

§ 1-3 years of job-related experience specific to the assignment – facility management, churn, facility infrastructures, client industry sector, government sector, etc.

§ Good client management/customer service skills.

§ Effective Interpersonal skills, with an emphasis on communication (verbal/written).

§ Knowledge of project delivery and tendering processes.

§ General knowledge of commercial building systems and/or construction.

§ Strong organisational, coordination and documentation skills with the ability to multi-task.

§ Ability to work independently.

§ Proficiency with CAD will be considered an asset.

§ Proficient with MS Office and email software.

Licenses and/or Professional Accreditation

§ Valid driver’s license with access to vehicle required

ROLE DIMENSIONS

1. Project Management:

Leads small, low complexity projects: 1 discipline, same workgroup, same location.

2. Communications:

Communication involves some clarifications or addressing the service requests, providing instructions, training, explaining the approach.

3. Expertise:

Working knowledge in a specialized area

4. Problem Solving and Innovation:

Work requires understanding the nature of the challenge, analysing 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.

BGIS is 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.

BGIS est un employeur qui respecte l'égalité des chances et nous vous invitons à postuler pour un poste chez nous Si vous avez besoin d'un accommodement pendant le processus de recrutement, veuillez nous contacter à askHR. En cas de demande d'accommodement, nous discuterons avec le candidat en question et fournirons, ou ferons en sorte de fournir, un accommodement approprié d'une manière qui tiendra compte des besoins d'accessibilité du candidat en fonction de son handicap.

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

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