Property Services Coordinator

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:

• Responsible for the safety of all employees and contractors by ensuring all health and safety policies and procedures are being followed and work permits are in place for all work being conducted.
• In the event of accident informs immediately according to Company procedure. Prepare incident reporting.
• Ensures compliance to all BGIS and Clients’ and Legislated HSE and Safety Code Compliance and ensures PPE is being used as appropriate.
• Contributes to a strong, healthy and safe work environment by promoting a positive H&S culture. Attends safety meetings.
• Completes all corporate safety training.
• 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/Customer Services:

• Prepares and communicates the PO’s to managers and suppliers; receives PO’s to approve payment for work completed at the correct cost.
• Establishes and maintains working relationships with Clients and service providers.
• Works with the Client/Tenant Organizations to ensure continued communication from BMP process to operational/project activities and issues. Addresses all concerns and ensures an integrated approach with all parties.

 Service Contracts / Financial Management:

• Reviews demand work orders to determine if billable or non-billable.
• Reviews and investigates problem invoices and report findings to Management in a timely manner; follows up with contractors to ensure accuracy of invoicing and ensures proper billing procedures are followed.
• Prepares accurate information and various reports for Finance and Management as requested.
• Reviews daily, weekly, monthly financial reports to ensure accuracy of reporting.

KNOWLEDGE & SKILLS

• High School Diploma with up to 1 year of relevant experience in office administration / service coordination.
• Excellent interpersonal skills.
• Strong customer-oriented skills.
• Good communication skills (verbal/written).
• Ability to work collaboratively within a team environment.
• Ability to work on numerous concurrent tasks and client requests.
• Knowledge of tendering processes as asset.
• Good computer skills, Microsoft Office & Oracle Cloud an asset.
• Knowledge of financial management software an asset.

Licenses and/or Professional Accreditation

• None required.

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, analyzing 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.