Relocation Project Coordinator – Team Lead

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 www.bgis.com

SUMMARY

The Relocation Project Coordinator - Team Lead is responsible for supporting the planning and delivering of tenant improvements and/or facility moves, adds, or change (MAC) projects. Works with internal BGIS staff, clients, and external vendors as required, to ensure timely, successful implementation of larger MAC requests. What drives the success in this role, is your understanding of furniture systems, interiors, materials, and finishes as well as your knowledge of project management practices, schedules and budgets. Being customer focused is critical. As staff gain more project experience and their level of communication around projects increases, they will be expected to facilitate discussions with the client based on their knowledge of furniture systems and project deliverables.

KEY DUTIES & RESPONSIBILITIES

People Leadership

People leadership responsibilities include but not limited to:

• Supervises a team of individual contributors.
• Establishes work schedules and priorities. Assigns, prioritizes and monitors work progress and completion to ensure adherence to timeliness, quality standards and all other related requirements.
• Monitoring and providing performance feedback, evaluating performance and assisting with performance reviews.
• Hiring & retention – contributes the hiring process and retention of team members.

Supervises the delivery of as well as performs:

• Plans and delivers facility moves, adds, or changes as well as facility planning projects.
• Researches and liaises with vendors to obtain quotes. Provides recommendations on preferred vendor. Provides comments to Client regarding vendors based on their performance.
• Prepares cost estimates for assigned projects. Provide value-added solutions by suggesting cost-beneficial alternatives
• Determines and prepares resource requirements. Assigns, prioritizes and monitors work progress of vendors, installers and trades.
• Creates schedules and monitors progress against timelines.
• Develops and maintains effective relationships with vendors. Monitors work progress to ensure completion.
• Ensures assigned projects are delivered on-time, within scope, budget and requirements and complies with all regulatory, environmental, health and safety requirements.
• Develops and maintains effective relationships with clients. Resolves issues, manages client expectations, and ensures client satisfaction and addresses any client escalations.
• Liaise with Client representatives to understand project requirements. Propose alternate solutions when requirements can not be executed as requested.
• Create CAD layouts and verify CAD layouts provided by others, obtain client approval and issue to vendors for quoting.
• Review Installation plans and quotes provided by vendor, ensuring all requirements were captured and request adjustments as needed.
• Perform site verifications.
• Maintain Inventory list, ensure enough product is available for ad hoc requests, and keep list up to date
• Liaises with movers, prepare move packages and furniture tagging as required.
• Incorporates sustainable practices, where practical, into MAC delivery, in accordance with BGIS processes.
• Coordinate with Director Portfolio Services as required for Monthly Reports and resourcing.
• Move/Repair/Adjust furniture within capabilities.
• Collect and submit security clearance forms for MAC vendors required to complete work onsite. Monitor and ensure enough vendors available to completes volume of requests
• Manage and prioritize WO’s and communicate with requestors to ensure timelines are met.
• Work with Senior Partners to improve processes and ensure best practices are achieved.
• Other duties as assigned.

Knowledge & Skills

• Community college diploma or equivalent an asset.
• More than one year up to three years of job-related experience.
• 2-3 years of facility moves, adds and change and facility planning project work experience or 2-3 years of project coordination work experience.
• Strong project coordination and organizational skills.
• Ability to deliver non-technical projects such as moves, adds and change projects according to requirements, on-time and within budget.
• Ability to develop accurate cost estimates.
• Ability to determine project requirements accurately
• Strong interpersonal skills.
• Ability to influence others to ensure timely and quality completion of projects.
• Computer proficiency in MS Office applications with ability to quickly learn new applications.
• Ability to manage higher volume of concurrent projects.
• Ability to assist client to ensure requirements are clearly defined.
• Ability to work onsite and install
• Other duties assigned

Licenses and/or Professional Accreditation

• None required
• Demonstrates an interest in pursuing Project Management Institute Accreditation

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 of 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!