Tenant Services Coordinator

BGIS; Montreal (administrative region); On-site; CAD 40,000 - 64,000; Full time

Job summary

BGIS seeks a Tenant Services Coordinator to orchestrate delivery of small-scale tenant service projects, workspace changes, and office services. You will coordinate resolution of tenant issues and collaborate with BGIS partners to ensure a seamless, high-quality workplace experience for employees.

You will work with Facility Managers and teams across BGIS to support integrated operations of office spaces, including health/safety compliance and event support as needed.

Qualifications

• High school completion plus a specialized technical or business course.
• 1–3 years of job-related experience in facility management or related field.
• Good client management and customer service skills.
• Effective interpersonal and communication skills.
• Knowledge of project delivery and tendering processes.
• General knowledge of commercial building systems or construction.
• Strong organisational, coordination and documentation abilities.
• Ability to work independently.
• Proficiency with CAD, MS Office and email software.

Responsibilities

• Coordinate delivery of small-scale tenant service projects and maintenance tasks.
• Support workplace operations and the workplace experience for occupants.
• Assist Facility Managers with contractor coordination and project tracking.
• Process service requests, track work orders, and maintain project tracker.
• Liaise with vendors, clients and stakeholders to meet timelines and scope.
• Ensure safety and regulatory compliance in daily activities.

Skills

Client management

Interpersonal skills

Project delivery

Organisational skills

Independent work

CAD

MS Office

Email software

Education

High school completion + tech/business course

Tools

CAD

MS Office

Email software

Job description

JOB DESCRIPTION

The

Summary

JOB DESCRIPTION The Tenant Services Coordinator supports BGIS clients by coordinating the delivery of small-scale maintenance projects, workspace changes, design services and office services. They coordinate the resolution of tenant issues related to the delivery of tenant service projects. The Tenant service Coordinator will collaborate with various partners to ensure a high-quality seamless workplace experience is provided consistently for all employees. In this role, there is a unique opportunity to influence how employees work, and directly impact their work day. You will work with a team of professionals delivering workplace services. In this role, you will support the key differentiator of the organization – it’s people, by enabling a culture of high-performance teams. This role will work in collaboration with all key BGIS departments to ensure full support of all activities and play a key role in our INTEGRATED approach to operating buildings.

Opportunities for Development

At BGIS we are committed to the development of our people – offering them opportunities to learn and grow into various roles. Success in the role offers Team Members the opportunity to explore various roles – some include:

• On Account & expanded Operational roles
• Facility Management Office roles to support accounts
• Project Management roles support projects

Key Duties & Responsibilities

Safety Ownership and Regulatory Compliance

• Comply with all internal and external requirements including but not limited to environmental, health and safety, fire protection and mandated byBGIS Health Safety and Environment Teams and enforced by law.

Workplace Support

• Support customers, visitors and employees in a friendly, knowledgeable and courteous manner at all times
• Responsible for the workplace experience in designated lobby/service areas – welcoming employees, assisting with inquiries/questions and point person for Health Screening upon entry within the open lobby space
• Assist with electronic visitor sign in when necessary
• High level of confidentiality will be a must in this role.
• Act as an ambassador ensuring a positive Workplace Experience and be able to communicate confidently and articulately to employees and guests with a professional/positive demeanour
• Have an extensive knowledge of the workplace – technology, meeting rooms, multi-purpose and shared spaces, amenities and places of interest.
• Assist with minor event planning and meeting space set ups and clean ups
• Use operational knowledge of the facility to provide swift resolution of any challenges experienced by employees or guests.
• Ensure workplace health and safety guidelines are followed, and report any violations or near-misses to Manager
• Attend and participate in the Joint Health and Safety Committee meetings
• Submit work orders for maintenance (including technology), workspace or janitorial issues, to ensure timely response and tracking for continuous improvement.
• May be required to wear a BGIS uniform or outerwear when performing duties if required such as a branded shirt

Lobby Duties

• Ensure access card is used for each Team Member ensuring no tailgating
• Ensure ID badge is displayed for Team Members and Visitors
• Clean/Wipe high touch point areas of lobby hourly

Floor Duties

• Identify safety hazards and maintenance issues
• Assist in meeting rooms for IT connections and supplies

Technology Assistance

• Point of contact for office and technology issues
• Demonstrate new technologies released in support of enhancing the workplace experience
• Administer triage for meeting room technology- i.e. reset, reboot meeting room panels and lobby touch screen and/or manage escalations
• Manage locker/file cabinet inventory assignmentRetrieve and respond to voicemail messages daily

Projects

• Receives, processes and validates service requests received by telephone, e-mail, and personal visits and maintain service call / work order tracking as required (Keep a Project Tracker spreadsheet).
• Works with the Facility Managers to deliver small-scale tenant service projects; determining skills required, assisting with contractor selection and monitoring performance.
• Coordinates, plans and oversees BGIS and subcontracted forces to deliver required tenant service projects within the scope of the position.
• Reviews the work done by contractors, reports any discrepancies to Facility Manager and requests Purchase Orders.

Health and Safety

• Follows Company procedures to ensure safe environment, personal safety and safety of others.
• Manages time & space of building activities to ensure no conflicting safety hazards.
• Verifies client security requirements and ensures service providers are compliant prior to entering client space.

Communication

• Develops client project communications, including deadline notification, process updates, and scope requirements.

Analytics & Data Management

• Tracks all projects and timeline, providing regular status updates to the Facility Manager.
• Tracks and reports on project totals monthly when required.

Relationship Management

• Develops and maintains effective relationships with vendors, clients and stakeholders.
• Manages stakeholder requirements, scope changes, and project expectations.

Knowledge & Skills

• High school completion plus a specialized technical or business course.
• 1-3 years of job-related experience specific to the assignment – facility management, churn, facility infrastructures, client industry sector, government sector, etc.
• Good client management/customer service skills.
• Effective Interpersonal skills, with an emphasis on communication (verbal/written).
• Knowledge of project delivery and tendering processes.
• General knowledge of commercial building systems and/or construction.
• Strong organisational, coordination and documentation skills with the ability to multi-task.
• Ability to work independently.
• Proficiency with CAD will be considered an asset.
• Proficient with MS Office and email software.

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.