Job Description

Job Field:
Facility/Property Management
Job Type:
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 www.bgis.com SUMMARY The Maintenance Coordinator works as an integral member of the operations management team supporting BGIS clients, Operations Manager, and the Maintenance Supervisor and BGIS Technicians by coordinating the daily operations and maintenance activities and analyzing maintenance activities necessary for safe, reliable and efficient operations. Keeps all Operations files up to date, supports the planning, scheduling, and analysis of preventative and corrective maintenance activities. The MC is also a supporting role for coordinating necessary resources, including parts, tools and employees for work related tasks associated within their designated area of operations. The MC is expected to execute this work according to BGIS standard practices, and is responsible to effectively keep an up-to –date equipment list and maintenance data computerized maintenance management system (CMMS) Real Suite. The MC is also responsible for office services, supporting in the financial administration and department records. KEY DUTIES & RESPONSIBILITIES Team Member Support

• Keeps an up-to-date files for all Technicians for training records, licenses etc. to confirm compliance in all matters.
• Maintains a data base for all Technicians’ licenses and follow up with all to ensure their licenses are up to date.
• Tracks and follow up on all health and safety training modules to ensure timely completion by the Technicians.
• Tracks vacation and sick days for all team members as well as time card collection and review, maintains an up to date log for extra hours worked according to the collective agreement and produces reports on all aspects as needed.
• Supports Team Members and ensuring expense reports and credit cards expenses are submitted along with the receipts are properly coded and signed.
• Attend client site with Maintenance Supervisor when needed.

Reporting

• Produces the Work Order Closure reports and follow up with all team members for timely closure.
• Follows up with vendors to close out outstanding work orders.
• Completes high volume file management; ensuring files are complete, all authorizations and information is present for work completed
• Follows up on PMR Completion. Run Real Suite reports as required.
• Supports Maintenance Supervisor in the admin duties of rescheduling as required PMRs and Plan Repor.t
• Maintains a record of all approved air dryer parts purchases and other critical HVAC equipment.
• Ensures all equipment verification forms are collected and submitted to CMMS team in a timely manner.
• Receives, processes and validates service requests received by telephone, e-mail, and personal visits and maintain service call / work order tracking as required.
• Co-ordinates BGIS and subcontracted vendors to deliver required tenant services within the scope of the position.
• Provide assistance and support to Facility Managers with respect to the delivery of small-scale tenant service projects by determining skills required, assisting with selection of contractors, monitoring performance, budget, quality control, and assigning work.
• Review contract work, report any discrepancies to Maintenance Supervisor and request Purchase Orders when required.
• Other duties as assigned.

KNOWLEDGE & SKILLS

• High school completion plus a specialized technical or business course with up to three years demonstrated experience
• Specific experience and skill related to the assignment – facility management, churn, facility infrastructures, client industry sector, government sector, etc.
• Superior client management/customer service skills
• Display excellent interpersonal and communication skills, both written and verbal is essential
• Ability to pay strong attention to detail
• Build and maintain customer relations; in person, through email, and over the phone
• Ability to multitask, prioritize, stay organized, and perform in a deadline-oriented environment
• Analyze problems and have problem-solving skills
• Work independently as well as in a team-based environment.
• Work in a fast-paced environment
• Display strong knowledge of relevant computer applications (Microsoft Office), Real Suite
• Effective Interpersonal skills, with an emphasis on communication (verbal/written)
• General knowledge of commercial building systems and/or construction
• Strong organizational, coordination and documentation skills with the ability to multi-task
• Proficient with MS Office, specifically advanced Excel skills

Licenses and/or Professional Accreditation

• Valid driver’s license

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!