Property Services Coordinator (Contract)

BGIS Global Integrated Solutions Limited; Markham; On-site; CAD 47,118 - 58,897; Full time

Job summary

BGIS Global Integrated Solutions Limited is looking for a Property Services Coordinator in Markham, ON. This role involves managing property service requests, ensuring compliance with health and safety regulations, and coordinating with service providers.

The ideal candidate has a High School Diploma and some experience in office administration or service coordination, with excellent interpersonal and customer-oriented skills. The job offers a salary range of $47,118 – $58,897 annually.

Qualifications

• Up to 1 year of relevant office administration or service coordination experience.
• Strong team collaboration skills.

Responsibilities

• Oversee service requests and maintain records.
• Ensure compliance with health and safety policies.
• Communicate effectively with clients and service providers.

Skills

Interpersonal skills

Customer-oriented skills

Ability to multitask

Knowledge of tendering processes

Knowledge of financial management software

Education

High School Diploma

Job description

Property Services Coordinator (Contract)

Markham, ON, Canada

Job Description

BGIS is a leading provider of customized facility management and real‑estate services. With a global footprint across North America, Europe, the Middle East, Australia and Asia, we manage over 320 million square feet of client portfolios across 30,000+ locations.

Summary

This role oversees and coordinates the delivery of a range of property‑service activities, providing administrative support to Operations in areas including Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing, and Vendor Management. The coordinator is the primary point of contact for service providers and resolves client requests related to property services in a timely manner.

Key Duties & Responsibilities

Operations

• Process service requests received by telephone, e‑mail and personal visits, maintaining a database of requests to meet reporting and analysis requirements.
• Ensure contractual services are issued against corresponding purchase orders and on‑demand services are issued to work orders.
• Prepare and publish tenders as required and ensure all work orders are scheduled and completed on time.
• Complete necessary forms for various departments – such as RFQs, building advisories, AHJ (Intelex), diesel fuel call‑up, etc.
• Develop scopes of work and request quotes from service providers when required.
• Upload all applicable documentation to work orders for reporting and auditing purposes.
• Coordinate with contractors and building technicians to follow proper work order and procurement processes.
• Review monthly Preventative Maintenance work orders, ensuring PMs are dispatched, scheduled and completed prior to month end.
• Administer and monitor service contracts, including cleaning, and review vendor/contractor performance.
• Prepare monthly expense summaries with supporting details, resolving errors or inconsistencies in the general ledger.
• Schedule, coordinate and complete cleaning inspections to maintain image quality; report and follow up on deficiencies with cleaning contractors (travel may be required).

Health and Safety

• Ensure health and safety policies and procedures are followed and work permits are in place for all work.
• Report accidents immediately according to company procedure and prepare incident reports.
• Guarantee compliance with BGIS and client HSE and safety codes, ensuring appropriate PPE usage.
• Promote a strong, healthy and safe work environment by encouraging a positive H&S culture and attending safety meetings.
• Complete all corporate safety training.
• Send, receive, review and track H&S documentation.
• Manage time & space of building activities to avoid conflicting safety hazards.
• Verify client security requirements and ensure service providers comply prior to entering client space.

Communication / Customer Service

• Prepare and communicate purchase orders to managers and suppliers; receive purchase orders to approve payment for work completed at the correct cost.
• Establish and maintain working relationships with clients and service providers.
• Work with client/tenant organizations to ensure continued communication from BMP processes to operational/project activities and issues; address all concerns and maintain an integrated approach with all parties.

Service Contracts / Financial Management

• Review demand work orders to determine if billable or non‑billable.
• Investigate problem invoices and report findings to management in a timely manner; follow up with contractors to ensure accurate invoicing and proper billing procedures.
• Prepare accurate information and various reports for Finance and Management as requested.
• Review daily, weekly, and monthly financial reports to ensure accuracy of reporting.

Knowledge & Skills

• High School Diploma with up to 1 year of relevant office administration / service coordination experience.
• Excellent interpersonal skills.
• Strong customer‑oriented skills.
• Ability to work collaboratively within a team environment.
• Ability to handle numerous concurrent tasks and client requests.
• Knowledge of tendering processes.
• Knowledge of financial management software is an asset.

Licenses and/or Professional Accreditation

• None required.

Role Dimensions

• Project Management: Does not lead projects.
• Communications: Involves clarification, instructions, training, and explanations related to service requests.
• Expertise: Working knowledge in a specialized area.
• Problem Solving and Innovation: Requires quick analysis of challenges and selection of appropriate solutions, often involving 1‑3 software applications.

Salary range: $47,118 – $58,897 per annum, based on experience, education and performance.

BGIS is an equal‑opportunity employer. If you require accommodation during the recruitment process, please contact us to discuss suitable arrangements.