Job Description

:Who We AreBGIS 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.comSUMMARYThe Property Service Coordinator is responsible for overseeing and coordinating the effective delivery of a variety of services related to the ongoing operation of the building(s). Provides administrative support to the Operations team in a variety of areas including Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing and Vendor Management.Primary point of contact with various service providers and shares responsibility for the timely resolution of all client requests pertaining to property services.KEY DUTIES & RESPONSIBILITIESOperations:\xc2\xa7 Processes service requests received by telephone, e-mail and personal visits and maintains a database of such requests to meet reporting and analysis requirements.\xc2\xa7 Ensures contractual services are issued against corresponding PO (purchase order) and on demand services issued to WO (work order).\xc2\xa7 Prepares and publishes tenders as required and ensures all work orders are scheduled and completed on time.\xc2\xa7 Completes forms as required for various departments - such as RFQs, building advisories, AHJ (Intelex), diesel fuel-call up, etc.\xc2\xa7 Develops scopes of work and requests quotes from service providers where required.\xc2\xa7 Uploads all applicable documentation to work orders for reporting and auditing purposes.\xc2\xa7 Coordinates with contractors and building technicians to ensure proper work order and procurement processes are followed.\xc2\xa7 Reviews monthly Preventative Maintenance work orders. Ensures PM\'s are dispatched appropriately and are scheduled and completed prior to month end.\xc2\xa7 Administers and monitors service contracts including cleaning and reviews vendor/contractor performance.\xc2\xa7 Prepares monthly summaries of expenses with supporting details and resolves errors or inconsistencies in expenses from the general ledger.\xc2\xa7 Schedules, coordinates & completes cleaning inspections to guarantee best-in-class image is upheld at all times; reports and follows up on deficiencies with cleaning contractor (travel may be required).Health and Safety:\xc2\xa7 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.\xc2\xa7 In the event of accident informs immediately according to Company procedure. Prepare incident reporting.\xc2\xa7 Ensures compliance to all BGIS and Clients\' and Legislated HSE and Safety Code Compliance and ensures PPE is being used as appropriate.\xc2\xa7 Contributes to a strong, healthy and safe work environment by promoting a positive H&S culture. Attends safety meetings.\xc2\xa7 Completes all corporate safety training.\xc2\xa7 Sends, receives, reviews, and tracks H&S documentation.\xc2\xa7 Manages time & space of building activities to ensure no conflicting safety hazards.\xc2\xa7 Verifies client security requirements and ensures service providers are compliant prior to entering client space.Communication/Customer Services:\xc2\xa7 Prepares and communicates the PO\'s to managers and suppliers; receives PO\'s to approve payment for work completed at the correct cost.\xc2\xa7 Establishes and maintains working relationships with Clients and service providers.\xc2\xa7 Works with the Client/Tenant Organizations to ensure continued communication from BMP process to operational/project activities and issues. Addresses all concerns and ensures an integrated approach with all parties.Service Contracts / Financial Management:\xc2\xa7 Reviews demand work orders to determine if billable or non-billable.\xc2\xa7 Reviews and investigates problem invoices and report findings to Management in a timely manner; follows up with contractors to ensure accuracy of invoicing and ensures proper billing procedures are followed.\xc2\xa7 Prepares accurate information and various reports for Finance and Management as requested.\xc2\xa7 Reviews daily, weekly, monthly financial reports to ensure accuracy of reporting.KNOWLEDGE & SKILLS\xc2\xa7 High School Diploma with up to 1 year of relevant experience in office administration / service coordination.\xc2\xa7 Excellent interpersonal skills.\xc2\xa7 Strong customer-oriented skills.\xc2\xa7 Good communication skills (verbal/written).\xc2\xa7 Ability to work collaboratively within a team environment.\xc2\xa7 Ability to work on numerous concurrent tasks and client requests.\xc2\xa7 Knowledge of tendering processes as asset.\xc2\xa7 Good computer skills, Microsoft Office & Oracle Cloud an asset.\xc2\xa7 Knowledge of financial management software an asset.Licenses and/or Professional Accreditation\xc2\xa7 None required.ROLE DIMENSIONS1. Project Management:Doesn\'t lead projects.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.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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