Tenant Services Coordinator II (Bilingual)

BGIS; Montreal (administrative region); On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

BGIS employee benefits

Job summary

BGIS is seeking a Tenant Project Coordinator in Montreal to manage delivery of small to mid-scale tenant service projects, workspace changes, and design services. You will coordinate contractors, track scope, budgets and schedules, and ensure documentation and regulatory compliance.

The role requires strong client management, multi-tasking ability, and proficiency with CAD and MS Office. A driver’s license and hands-on facility experience are needed.

Qualifications

• High school diploma with technical or business coursework.
• 3-5 years of relevant experience in facility management or tenant services.
• Strong client management and communication skills.
• Ability to interpret contracts and manage multiple stakeholders.
• Knowledge of project delivery and tendering processes.
• General knowledge of building systems and/or construction.
• Proficient with CAD and MS Office.
• Ability to work independently.
• Valid driver’s license.

Responsibilities

• Receives, processes and validates service requests via phone, email, and in person.
• Coordinates small- to mid-scale tenant service projects with BGIS and subcontractors.
• Plans and oversees BGIS and subcontracted forces to deliver required tenant service projects within scope.
• Works with multiple concerned parties to ensure timely project completion, adherence to scope and budget, and client satisfaction.
• Participates in development of in-house project engineering cost estimates and tendering.
• Manages and oversees design consultants and contractors, resolving issues and ensuring service quality.
• Reviews contractor work and requests Purchase Orders.

Skills

Client management

Communication

Project coordination

Documentation

Vendor management

MS Office

CAD proficiency

Independent work

Contract/tendering basics

Budget awareness

Education

High school diploma with technical/business course

Tools

CAD

MS Office

Job description

JOB DESCRIPTION

The Tenant Project Coordinator supports BGIS clients by coordinating the delivery of small- to medium- 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. They are also responsible for assembling the scope and specifications, tendering, financial administration and monitoring contractor performance for tenant service and base building projects.

Summary

The Tenant Project Coordinator supports BGIS clients by coordinating the delivery of small- to medium- 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. They are also responsible for assembling the scope and specifications, tendering, financial administration and monitoring contractor performance for tenant service and base building projects.

Key Duties & Responsibilities

• 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.
• Works with multiple concerned parties to ensure timely and successful project completion, ensuring adherence to scope, budget requirements and maintaining client satisfaction.
• Participates in the development of in-house project engineering cost estimates; design concept alternatives; standards and procedures; and Consultant Terms of Reference.
• Manages and oversees the performance of design consultants and contractors throughout the duration of a project, identifying and resolving issues while monitoring and ensuring the quality of service.
• Reviews the work done by contractors, reports any discrepancies to Facility Manager and requests Purchase Orders.

Health and Safety

• Ensures that projects are delivered in compliance with all regulatory, environmental and health and safety requirements.
• Follows Company procedures to ensure safe environment, personal safety and safety of others.
• Sends, receives, reviews, and tracks H&S documentation.
• 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.

Documentation

• Creates and submits all project documentation, funding justification and approval templates; including but not limited to scope and specifications, tendering, financial administration, and monitoring contractor performance.
• Meets all documentation requirements and submissions.
• Completes project assessment documentation to determine delivery methodology and service line.

Financial & Invoicing

• Reviews contract work invoices and address discrepancies.
• Attends scheduling and budget review meetings to mitigate the risk of overruns by understanding and managing any scheduling or budgetary risks.
• Creates various funding documents for tenants to review and commit funding as needed for services requested.
• Reviews all quotes and all funding docs for accuracy and completeness.

Analytics & Data Management

• Tracks all projects and timeline, providing regular status updates.
• Tracks and reports on project totals monthly.
• Analyzes annual project totals, reporting on trends and cost variances.

Relationship Management

• Develops and maintains effective relationships with vendors, clients and concerned parties.
• Manages client expectations, addresses and resolves issues.
• Manages concerned parties requirements, scope changes, and project expectations.

Knowledge & Skills

• High school completion plus a specialized technical or business course.
• 3-5 years of job-related experience related to the assignment – facility management, churn, facility infrastructures, client industry sector, government sector, etc.
• Superior 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.
• Ability to interpret contracts, as required.
• Proficiency with CAD will be considered an asset.
• Specific experience and skill
• Proficient with MS Office and email software

Licenses and/or Professional Accreditation

• Valid driver’s license (as required).

ROLE DIMENSIONS

Project Management

Leads small, low complexity projects: 1 discipline, same workgroup, same location.

Communications

Communication involves a moderate degree of difficulty, requiring explanation, consulting or elaboration in order to ensure mutual understanding, participation and/or collaboration with others, may negotiate terms of subcontracts. May need to write reports, technical reviews, conclusions and develop presentations.

Expertise

Working knowledge in a specialized area

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.

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!

Equal Opportunity Statement

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.