Property Services Coordinator

BGIS; Edmonton; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a Property Service Coordinator to oversee the effective delivery of various services related to building operations. This role involves providing administrative support to the operations team, managing service requests, and ensuring compliance with health and safety regulations. You'll be the primary contact for service providers, ensuring timely resolution of client requests. Join a dynamic team that values innovation and collaboration, where your contributions will help maintain the highest standards of service and safety in facility management. If you're passionate about customer service and operational excellence, this opportunity is perfect for you.

Qualifications

• High School Diploma with up to 1 year of relevant experience in office administration.
• Strong customer-oriented skills and ability to work collaboratively.

Responsibilities

• Oversee effective delivery of services related to building operations.
• Coordinate with contractors to ensure proper work order processes.
• Prepare and communicate purchase orders to managers and suppliers.

Skills

Interpersonal Skills

Customer-oriented Skills

Office Administration

Service Coordination

Ability to Work in Teams

Multitasking

Education

High School Diploma

Tools

Financial Management Software

Job description

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.

SUMMARY

The 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.

The Property Services Coordinator is the 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 & RESPONSIBILITIES

Operations :

1. Processes service requests received by telephone, e-mail and personal visits and maintains a database of such requests to meet reporting and analysis requirements.
2. Ensures contractual services are issued against corresponding PO (purchase order) and on demand services issued to WO (work order).
3. Prepares and publishes tenders as required and ensures all work orders are scheduled and completed on time.
4. Completes forms as required for various departments – such as RFQs, building advisories, AHJ (Intelex), diesel fuel-call up, etc.
5. Develops scopes of work and requests quotes from service providers where required.
6. Uploads all applicable documentation to work orders for reporting and auditing purposes.
7. Coordinates with contractors and building technicians to ensure proper work order and procurement processes are followed.
8. Reviews monthly Preventative Maintenance work orders. Ensures PM’s are dispatched appropriately and are scheduled and completed prior to month end.
9. Administers and monitors service contracts including cleaning and reviews vendor / contractor performance.
10. Prepares monthly summaries of expenses with supporting details and resolves errors or inconsistencies in expenses from the general ledger.
11. 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 :

1. 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.
2. In the event of accident informs immediately according to Company procedure. Prepare incident reporting.
3. Ensures compliance to all BGIS and Clients’ and Legislated HSE and Safety Code Compliance and ensures PPE is being used as appropriate.
4. Contributes to a strong, healthy and safe work environment by promoting a positive H&S culture. Attends safety meetings.
5. Completes all corporate safety training.
6. Sends, receives, reviews, and tracks H&S documentation.
7. Manages time & space of building activities to ensure no conflicting safety hazards.
8. Verifies client security requirements and ensures service providers are compliant prior to entering client space.

Communication / Customer Services :

1. Prepares and communicates the PO’s to managers and suppliers; receives PO’s to approve payment for work completed at the correct cost.
2. Establishes and maintains working relationships with Clients and service providers.
3. 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 :

1. Reviews demand work orders to determine if billable or non-billable.
2. 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.
3. Prepares accurate information and various reports for Finance and Management as requested.
4. Reviews daily, weekly, monthly financial reports to ensure accuracy of reporting.

KNOWLEDGE & SKILLS

1. High School Diploma with up to 1 year of relevant experience in office administration / service coordination.
2. Excellent interpersonal skills.
3. Strong customer-oriented skills.
4. Ability to work collaboratively within a team environment.
5. Ability to work on numerous concurrent tasks and client requests.
6. Knowledge of tendering processes as asset.
7. Knowledge of financial management software an asset.

Licenses and / or Professional Accreditation

1. None required.