BGIS

Global facilities management provider

Bilingual Facility Services Manager - English / French

Facilities ManagementConfirmed live in the last 24 hours

Full-timeMontreal, QC, CanadaNo salary listedIn-person

About the Job

Requirements

Three to five years of relevant experience in facility management or vendor management.
Demonstrated organizational, project planning, and management skills.
Technical writing skills.
Good written and verbal communication skills.
Good training and presentation skills.
Strong analytical and problem-solving skills.
Ability to develop, analyze, and understand complex processes.
Sound judgment based on observation of objective evidence.
Ability to perform with minimum direct supervision.
Understanding of compliance requirements of relevant external organizations.
Strong proficiency in Microsoft Excel, PowerPoint, Word, and Power BI.

Responsibilities

Comply with internal and external environmental, health and safety, fire protection, and other legal requirements, including those mandated by BGIS Health, Safety and Environment teams.
Generate and dispatch service request work orders to vendors according to established processes.
Review priority work orders, communicate and follow up with vendors, and ensure timely resolution to meet key performance indicator requirements.
Review work orders and ensure they are closed out or reassigned to a technician or vendor.
Inspect work orders closed by vendors and ensure complete and accurate closeout details, including cost, work completed, and equipment tag number.
Run reports on open work orders and check their status with the appropriate vendors.
Update work order statuses when follow-up confirms completion or resolution.
Respond to vendor inquiries about work-order issues.
Respond to client inquiries about current or past work orders, including status, issues, warranties, and escalations.
Correct system information, including addresses and phone numbers, and add new vendors and locations to the system.
Review vendor quotes for scope and price accuracy, and approve or decline quotes in the BGIS system.
Provide financial oversight of work performed for the client.
Review and resolve invoice referrals, escalations, and invoicing errors.
Review and approve billing for technical services and invoices for payment in Oracle.
Respond to vendor inquiries about invoicing matters.
Make and receive calls and emails with vendors and clients to follow up on work-order status, creation, or cancellation.
Act as the main point of contact for work orders, including responding to technicians seeking approvals or raising questions and issues, and vendors seeking information or approvals.
Serve as the primary escalation point for service issues.
Manage specific emergency work orders from start to finish as needed.
Request approvals from the client.
Participate in and gather information for quarterly business reviews.
Provide client reporting as required.
Collaborate with stakeholders to improve efficiency by identifying and implementing best practices, reviewing, refining, developing, and implementing processes, technologies, and sustainable practices, and leveraging self-perform where possible; implement related enhancements for assigned regions.
Execute quality and compliance team activities that support contractual obligations.
Interface with BGIS and client management to identify applicable regulatory and compliance requirements and ensure they are accurately understood by both parties.
With guidance, assist in reviewing processes by conducting compliance process capability studies, identifying and correcting inefficiencies and inaccuracies, reviewing process documentation, and consulting relevant stakeholders about improvement opportunities.
Provide input to the planning, development, execution, and improvement of compliance-related processes and programs.
Assist with implementing compliance-related processes by coordinating with relevant stakeholders, documenting processes, and contributing presentation content.
Identify quality, compliance, and contractual issues, communicate them to appropriate BGIS and customer management teams, and work with those teams to resolve them.
Comply with company policies and procedures and adhere to company standards.
Perform other duties as assigned.

SUMMARY

The Facility Services Manager is accountable for day-to-day operations, vendor management and service management for the client(s) they support, as well as, data verification, reporting and analysis; and assists in the review, development and implementation of related processes and initiatives. 

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 operational leadership,

Facility Management Office roles to support accounts,

Project Management roles to lead and execute 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.

Facility Management 

Generate and dispatch service request work orders to vendors as per established process.

Review Priority works orders – communicate and follow up on priority orders to vendors and ensure they are addressed in a timely manner to meet KPI requirements.

Review Work Orders – ensure that all work orders dispatched to the FM are closed out or reassigned to technician or vendor.

Perform inspection of work orders closed by vendors and ensure complete/accurate closeout details are provided (e.g. cost, work completed, equipment tag #).

Run report on open work orders and checks status with the appropriate vendors.

Update WO statuses if verified to be completed or resolved during follow up.

Respond to vendor inquiries regarding workorder related issues.

Respond to Client inquiries regarding current or past workorders (Status of the work, Issues/warranty, escalations).

Correcting information in the system, addresses, phone numbers.

Adding new vendors and locations to the system.

Finance 

Review vendor quotes for scope and price accuracy

Approve/decline quotes in BGIS system

Financial oversight of work performed for the client

Review and resolve invoice referrals/escalations.

Review and resolve invoicing errors.

Review and approve billing for tech services.

Review and approval of invoices for payment (Oracle).

Respond to vendor inquiries regarding invoicing-related matters.

Client / Service Management   

Make and receive calls/emails from the vendors and clients for follow ups on workorder status, creation or cancellation.

Act as main point of contact for work orders – i.e. technicians that reach out for approvals, questions and issues, vendors that need further information or approvals.

Primary escalation point for taking care of any issues regarding service.

Involvement in specific Emergency workorders may need to be managed from start to end.

Requesting approvals from the client.

Participating and gathering information for QBR’s.

Reporting  

Client reporting needs as required.

Continuous Improvement 

Collaborates with stakeholders and contributes to  efficiency gains   through activities including but not limited to identifying and implementing  best practices; reviewing, refining and/or developing, implementing processes, technologies and sustainable practices, and leveraging self-perform wherever possible.  Implements related enhancements for the assigned region(s)

Quality Compliance 

Execute quality & compliance team activities that support the quality compliance contractual obligations.

Interface with BGIS management and client management to identify applicable regulatory and compliance requirements and ensure accurate understanding of those requirements between BGIS and the client.

With guidance, assist in the review of related processes by conducting compliance process capability studies to identify, improve and correct process inefficiencies and inaccuracies; review process documentations and speak with relevant stakeholders to understand and identify process improvement opportunities.

Provide input for planning, development, execution and improvement of compliance-related processes and programs.

Assist in the implementation of compliance-related processes through activities such as coordination of process implementation with relevant stakeholders, process documentation, providing contents to presentations, etc.

Identify any quality, compliance and contractual issues and communicate them to the appropriate BGIS and customer management teams. Work with those teams to resolve any identified issues.

Comply with all company policies and procedures and adhere to company standards.

Other duties as assigned.

KNOWLEDGE & SKILLS

3-5 years of relevant experience in Facility Management or Vendor Management.
Demonstrated organizational, project planning and management skills.
Technical writing skills.
Good writing and verbal communication skills.
Good training and presentation skills.
Strong analytical and problem-solving skills.
Ability to develop, analyze and understand complex processes.
Sound judgment skills based on observation of objective evidence.
Ability to perform with minimum direct supervision.
Understanding of compliance requirements of relevant external organizations.
Strong proficiency in MS Excel, PowerPoint and Word, Power BI.

Licenses and/or Professional Accreditation

None Required.

#LI-JP1

About the Company

BGIS

Global facilities management provider

BGIS provides facilities management and real estate services for buildings and real estate portfolios around the world. Its services cover the day-to-day operations, maintenance, and support needed to run workplaces and built environments, often bundled as integrated facilities management for clients.

Company size: 5,001-10,000
Company stage: Not listed
Total funding: Not listed
Headquarters: Markham, Canada
Founded: 1992

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