Tenant Services Coordinator 2

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

Projects:

• 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.