Property Services Coordinator

Who We Are

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.

Further information is available at

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.

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 :

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

Communication / Customer Services :

Service Contracts / Financial Management :

KNOWLEDGE & SKILLS

Licenses and / or Professional Accreditation

ROLE DIMENSIONS

1. Project Management :

Doesn’t lead projects.

2. Communications :

Communication involves some clarifications or addressing the service requests, providing instructions, training, explaining the approach.

3. Expertise :

Working knowledge in a specialized area.

4. 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.

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 askHR. 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.