Coordonnateur des services immobiliers

Overview

BGIS is a leading provider of customized facility management and real estate services. With a combined team of over 6,500 globally, we focus on enabling innovation through the services we deliver while seeking new opportunities that will benefit our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, the Middle East, Australia and Asia.

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 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.

• Processes service requests received by telephone, e-mail and in person, and maintains a database of such requests to meet reporting and analysis requirements.
• Ensures contractual services are issued against the 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 for various departments (RFQs, building advisories, AHJ (Intelex), diesel fuel-call up, etc.).
• Develops scopes of work and requests quotes from service providers where required.
• Uploads 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 PMs are dispatched appropriately and completed before 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 and completes cleaning inspections to uphold a best-in-class image; reports and follows up on deficiencies with cleaning contractors (travel may be required).

• Responsible for the safety of all employees and contractors by ensuring all health and safety policies and procedures are followed and work permits are in place for all work conducted.
• In the event of an accident, informs immediately according to Company procedure; prepares incident reporting.
• Ensures compliance to BGIS and Clients’ HSE and Safety Code requirements and PPE usage as appropriate.
• Contributes to a strong, healthy, and safe work environment by promoting a positive H&S culture; attends safety meetings.
• Completes corporate safety training and manages H&S documentation.
• Manages time and space of building activities to avoid conflicting safety hazards.
• Verifies client security requirements and ensures service providers are compliant before entering client space.

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

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

• High School Diploma with up to 1 year of relevant experience in office administration / service coordination.
• Exce…