Coordonnateur des services immobiliers

BGIS; Edmonton; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

BGIS in Edmonton is seeking a Property Services Coordinator to support Alberta Infrastructure facilities. You will handle work orders, PO processing, vendor coordination, and financial reporting, ensuring accuracy and audit readiness.

The role requires coordination with managers, technicians, and contractors in a hybrid in-office setting. The ideal candidate has at least 1 year of relevant facilities administration experience, solid communication skills, and proficiency with MS Office along with

Qualifications

• Strong understanding of facilities administration, work order coordination, PO administration, and invoice processing.
• Knowledge of RFQs, bid documentation, and file management with audit readiness.
• Ability to interpret RFQ details and follow up with stakeholders for accurate execution.
• Excellent written and verbal communication; customer service orientation across multiple stakeholders.
• Proficient with Microsoft Office; experience with Oracle, RealSuite, Avetta, SharePoint or Jot Forms is an asset.

Responsibilities

• Process service requests via telephone, email, or system notifications and keep records for reporting.
• Coordinate work orders and preventative maintenance, ensuring timely completion and proper documentation.
• Administer purchase orders and support invoice review, PO/WO reconciliation, and accruals.
• Support RFQ coordination, bid documentation, vendor communications, and governance filing.
• Maintain procurement records, ensure contracts align with POs, and support audit readiness.
• Establish good relationships with stakeholders and manage vendor compliance documentation.

Skills

Facilities administration

Work order coordination

Purchase order administration

Invoice processing

Vendor coordination

RFQs & bidding support

File management

Microsoft Office

Oracle / RealSuite / Avetta

SharePoint / Jot Forms

Education

High school diploma + related training

Tools

Oracle

RealSuite

Avetta

SharePoint

Jot Forms

Job description

The Property Services Coordinator (PSC) supports the effective delivery of property services for Alberta Infrastructure facilities managed by BGIS. The role provides operational coordination, procurement administration, financial support, records management, and vendor coordination to ensure work orders, purchase orders, RFQs, invoicing, compliance documentation, and client requests are completed accurately, timely, and in alignment with Alberta Infrastructure and BGIS requirements.

KEY DUTIES & RESPONSIBILITIES

Work Order & Service Request Management

• Process service requests received by telephone, email, system notifications, and direct stakeholder communication; maintain accurate records for tracking, reporting, and analysis.
• Review demand and preventative maintenance work orders for completeness, status, documentation, billable/non-billable determination, and timely completion.
• Coordinate with Facility Managers, Operations Managers, Maintenance Team Leads, technicians, contractors, and vendors to support proper work order execution and closeout.
• Ensure required supporting documentation is uploaded and retained to support reporting, invoice processing, and audit readiness.
• Prepare, communicate, receive, and administer purchase orders to support accurate payment for approved work at the correct cost.
• Confirm approved PO requests include appropriate coding, budget alignment, scope detail, vendor information, and required approvals before processing.
• Support invoice review, PO/WO reconciliation, progress billing tracking, and resolution of billing errors or inconsistencies.
• Assist with monthly accrual preparation, financial reporting requests, and expense summaries with supporting details.

RFQ, Procurement & Contract Support

• Review completed RFQs prior to Facility Managers sending them out to bid for accuracy, formatting etc., tender support documentation, bid closing activities, vendor communications, and file documentation in accordance with established governance requirements.
• Bid receipt tracking, and contract award documentation.
• Maintain complete procurement records, including vendor submissions, evaluation support, approvals, correspondence, and audit trail documentation.
• Verify that contractual services are issued against the appropriate PO and that on-demand services are connected to the appropriate WO.
• Support the setup of new employees into the Mark’s Work Wearhouse platform

Vendor, Compliance & Client Coordination

• Establish and maintain professional working relationships with Alberta Infrastructure stakeholders, BGIS teams, service providers, contractors, and client representatives.
• Support vendor compliance review by confirming required documentation, including safety, insurance, onboarding, and site access requirements where applicable.
• Collaborating with vendors who no longer are compliant and obtaining the correct documentation is received.

Financial, Reporting & Governance Support

• Assist the Facility Managers monthly accruals, Wo and PO reports, etc.
• Prepare summaries and tracking reports related to WOs, POs, RFQs, invoices, accruals, vendor compliance, and outstanding action items.
• Maintain organized electronic files and documentation to support Alberta Infrastructure governance, internal controls, and audit readiness.
• Perform other related duties as assigned.

KNOWLEDGE & SKILLS

• Strong understanding of facilities administration, work order coordination, purchase order administration, invoice processing, and vendor coordination.
• Knowledge of procurement support activities, including RFQs, quote tracking, bid documentation, and file management.
• Ability to interpret RFQ details, identify missing information, and follow up with stakeholders to support accurate execution.
• Strong attention to detail, documentation discipline, and ability to maintain audit-ready records.
• Excellent written and verbal communication skills with the ability to prepare professional client, vendor, and internal correspondence.
• Strong customer service orientation and ability to support multiple stakeholders across a busy portfolio.
• Analytical and problem‑solving skills with the ability to resolve discrepancies, identify bottlenecks, and elevate risks appropriately.
• Ability to work independently, manage competing priorities, and meet deadlines in a fast‑paced environment.
• Proficiency with Microsoft Office applications; experience with Oracle, RealSuite, Avetta, SharePoint, Jot Forms or similar systems is considered an asset.

EDUCATION & EXPERIENCE

• High school completion plus specialized technical, business administration, accounting, procurement, facilities management, or related training.
• Minimum of 1 year of relevant job experience in facilities administration, property services, procurement support, financial administration, contract administration, or a related field.
• Experience supporting public‑sector, government, or Alberta Infrastructure contracts is considered an asset.

LICENSES AND/OR PROFESSIONAL ACCREDITATION

• None required.

ALBERTA INFRASTRUCTURE PORTFOLIO FOCUS

This posting has been updated to better reflect PSC responsibilities supporting Alberta Infrastructure work, including WO/PO management, RFQ coordination, procurement documentation, invoice and accrual support, vendor compliance, client communication, and audit‑ready governance records.

This is a hybrid position, requiring the team member to be in office 3 days per week in our Edmonton, AB office.

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About Us

We value transparency in our hiring processes. Please note, artificial intelligence may be used in certain stages to screen, assess, or select applicants, however, a human reviewer makes all final decisions. This posting is for an existing vacancy.

About the Team

BGIS is a global leader in integrated facility management services. With a combined team of over 10,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 50,000 facilities totaling more than 600 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments. 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 if 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! 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 [e-mail]. 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.