BGIS

Global facilities management provider

Facility Services Manager

Facilities ManagementConfirmed live in the last 24 hours

Full-timeNorth Bay, ON, Canada$63.4k - $79.2k /yrIn-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 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 Microsoft Excel, PowerPoint, Word, and Power BI.

Responsibilities

Provide day-to-day operations, vendor management, and service management for supported clients, including data verification, reporting, analysis, and assistance reviewing, developing, and implementing related processes and initiatives.
Guide team members in reaching their potential and meeting objectives in support of corporate goals.
Participate fully in recruiting talent; provide mentoring, coaching, and guidance to team members; objectively recommend compensation adjustments; and manage all aspects of performance.
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 to ensure they are closed out or reassigned to a technician or vendor.
Inspect vendor-closed work orders and ensure complete and accurate closeout details, including cost, completed work, and equipment tag number.
Run reports on open work orders and check their status with appropriate vendors.
Update work order statuses when follow-up verifies completion or resolution.
Respond to vendor inquiries about work-order issues and 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 and resolve invoice referrals, escalations, and invoicing errors.
Review and approve billing for technical services and invoices for payment using 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 between the client and other parties, including technicians seeking approvals or help with questions and issues, and vendors requiring information or approvals.
Serve as the primary escalation point for service issues.
Manage specific emergency work orders from beginning to end as needed.
Request approvals from the client.
Review preventive maintenance work orders and follow up with vendors as needed.
Participate in and gather information for quarterly business reviews.
Provide client reporting as required.
Execute quality and compliance team activities supporting contractual quality and compliance obligations.
Work with BGIS management and client management to identify applicable regulatory and compliance requirements and ensure both parties understand them accurately.
With guidance, assist in reviewing processes by conducting compliance process capability studies to identify and correct inefficiencies and inaccuracies, reviewing process documentation, and consulting relevant parties to identify process-improvement opportunities.
Provide input into planning, developing, executing, and improving compliance-related processes and programs.
Assist with implementing compliance-related processes through coordination with relevant parties, process documentation, and preparation of 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.

KEY DUTIES & RESPONSIBILITIES

People Leadership

Demonstrates strong, competent leadership for team members to guide them in reaching their full potential and meeting their objectives, which supports achievement of our corporate goals. Specifically, these responsibilities include but not limited to:

Full involvement with recruiting talent.
Provides mentoring, coaching and guidance to all team members.
Objectively recommends compensation adjustments.
Manages all aspects of performance.

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 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, between the client and all other parties, 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.
Review of PM workorders and following up with vendors as needed.
Participating and gathering information for QBR’s.

Reporting

Client reporting needs as required.

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 concerned parties 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 concerned parties, 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.

This is a regular, full-time position with a salary range of $63,397 - $79,246 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.

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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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