Support Services Manager (Full Time)

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.

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.

Processes service requests received by telephone, e-mail and personal visits and maintains a database of such requests to meet reporting and analysis requirements.

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.

Coordinates with contractors and building technicians to ensure proper work order and procurement processes are followed.

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).

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. Completes all corporate safety training.

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:

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. Service Contracts / Financial Management:

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.

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

Strong customer-oriented skills.

Knowledge of tendering processes as asset.

Good computer skills, Microsoft Office & Oracle Cloud an asset.

Knowledge of financial management software an asset.

Project Management:

Doesn’t lead projects.

Communication involves some clarifications or addressing the service requests, providing instructions, training, explaining the approach.

This is a contract, full-time position with a salary range of $47,118 - $58,897 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.

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.

Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability.