Job Description

:SUMMARYThe Property and Distribution Services Coordinator is responsible for both overseeing and coordinating the effective delivery of a variety of services related to the ongoing operation of the building(s). This job is also responsible for the timely resolution of all client requests pertaining to property services. In addition, the Property and Distribution Services Coordinator position requires responsibilities that include receiving, distributing and shipping of mail and packages on premises.KEY DUTIES AND RESPONSIBILITIESPermits and Access

• Responsible for Passcard extensions and programming through Passcard portal for vendors who are granted a badge card.
• Assist our team with reviewing and approving Activity Permits - check to see if FA bypasses are required and coordinate that with keeping in mind the Radio Production, HNIC Schedule, BOD or any other high-profile meetings and events.

Facility Services Coordination

• On a monthly basis: schedule first aid inspections for all our buildings, grease traps, escalators (quarterly for overhead doors inspections).
• Responsible for coordinating facility services including but not limited to water coolers, plant vendors, extermination vendor, kitchen services, roof anchor inspections etc.
• Monthly basis Grounds inspection walk.
• Monthly basis Cleaning inspection walk with the Cleaning supervisor (create work orders for findings).
• Monthly basis SLA inspection walk with Client.

Workorders / Reporting / Minutes

• Pull reports regarding the tech team to identify any fails, overdues etc.- submit reports monthly to the FM.
• Recorded, transcribed, and distribute minutes for our weekly and monthly touch point/operation meetings.
• Manage, organize and maintain work orders through RealSuite daily and follow up on work order assignments with the maintenance staff, cleaners, and third parties.
• Assist TSC with PMs when needed (adding reports, costs, following up on work orders with vendors).
• Provide support to facilities manager with the quarterly reports and Open WO reports.

PO Creation and Invoices

• Create POs for services outside of MSA scope and entering requests to CMMS.
• Assist with invoice discrepancies such as change of remittance address, price value, duplicate invoice, vendor not compliance or registered with our compliance third vendor.

General Administration/DSC Duties

• Pick up mail and sort.
• Responsible to look after requests for emptying out shred consoles and temp bins.
• Order office supplies for the mailroom team.
• Other duties as assigned.
• Receives, sorts and distributes incoming mail/courier envelopes, packages and boxes.
• Prepares, determines method of shipment and ships outgoing mail and packages. Weighs outgoing mail and applies appropriate postage and prepares shipping documentations.
• Deliver office supplies received from supplier and makes returns as requested.
• Delivers courier packages, letters and other items to tenants.
• Maintain records of incoming and outgoing packages and from waste and recycling collection.
• Maintains records for all incoming and outgoing mail and packages.
• Book, manage and provide dates for main floor conference rooms and East Lounge events.
• Set up meeting and conference rooms according to tenant requests.
• Ensures the mailroom is maintained in an organized manner.
• Other duties as assigned for specific locations.

KNOWLEDGE AND SKILLS

• Knowledge of financial management software.
• High school completion plus a specialized technical or business course.
• Excellent interpersonal skills.
• Strong customer-oriented skills.
• Good communication skills (verbal/written).
• Ability to multitask.
• Analytical and problem-solving skills.
• Ability to work independently.
• Ability to lift up to 50lbs.
• Comfortable operating mail room related equipment.
• Good computer skills, Maximo and Oracle, an asset.
• Minimum of 1 year of relevant job experience.

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\'\xc3\xa9galit\xc3\xa9 des chances et nous vous invitons \xc3\xa0 postuler pour un poste chez nous ! Si vous avez besoin d\'un accommodement pendant le processus de recrutement, veuillez nous contacter \xc3\xa0 askHR. En cas de demande d\'accommodement, nous discuterons avec le candidat en question et fournirons, ou ferons en sorte de fournir, un accommodement appropri\xc3\xa9 d\'une mani\xc3\xa8re qui tiendra compte des besoins d\'accessibilit\xc3\xa9 du candidat en fonction de son handicap.

BGIS