Job Description

BGIS is currently seeking a TENANT SERVICES COORDINATOR to join the team as a member of our growing division facility management

BGIS is a global leader in the provision of facility management, project delivery, energy & sustainability, asset management, workplace advisory, and real estate services. With a combined team of over 7,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 30,000 facilities totaling more than 340 million square feet across several markets including Government, Higher Education, Utilities, Telecommunications, Financial Services, Oil & Gas, Healthcare and Cloud Enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments

DELIVERS HIGH QUALITY SERVICES TO CUSTOMERS BY OBTAINING THE RIGHT MATERIALS, TOOLS, EQUIPMENT, AND LABOR RESOURCES TO EVERY JOB AS EFFICIENTLY AS POSSIBLE AND ON OR UNDER BUDGET.

PURPOSE STATEMENT: Supports BGIS clients by coordinating the delivery of small scale maintenance projects, workspace changes, design services and office services

• This position is responsible for but not limited to:
• Provides support to Regional Facilities Manager and/or Facilities Manager
• Contact landlord, property management, or other companies for facility-related issues or repairs; place service calls
• Develop new and maintain established vendor relationships to ensure a productive office environment
• Liaison with building management regarding common area services and maintenance
• Main appointment contact for Facilities equipment repairs and/or deliveries
• Monitor of vendor performance, escalating questions/concerns to the Facilities Services Manager
• Respond to facilities related issues (e.g. lighting, HVAC, furniture repairs, fire extinguishers replacement, ice machine, etc.)
• Main appointment contact for Facilities equipment repairs and/or deliveries
• Works with Safety to ensure work spaces are ergonomically correct and building is safe for employees, clients, and contractors
• Maintain up-to-date floor plans, seat assignments and associated documentation
• Maintain master office keys for offices and workstations
• Order or print nameplates and internal office signage, business cards – billable to business lines
• Manage Facility locker assignments to employees, to include tracking new hires, terminations, and locker cleanouts
• Maintain the overall cleanliness and order/organization of the office space
• Obtain Certificate of Insurance for suppliers and landlords
• Distribution of daily internal mail/packages to all employees
• Manages Shipping and Receiving
• Coordinate office deliveries; make building access arrangement, elevator and loading dock reservations
• Support "Global Resilience" to help provide a secure workplace and compliance with badging and visitor logs required procedures
• Manages the security system, including taking pictures for badges, issuing badges, deactivating badges, access reporting and maintains security camera footage
• Use Oracle, Advantage, Ecosystem and MS Outlook
• Code/process occupancy related invoices
• Create Purchase Orders and Work Orders for occupancy expenses
• Scan occupancy supplier invoices for payment submission
• Resolve AP invoice disputes/reconciles supplier statements
• Inventory/Order/Stocks all office/pantry/wellness room/first aid/safety janitorial cabinets with supplies Coordinate/transport storage boxes or supplies to on-site office storage areas
• Distribute and control employee field site safety equipment
• Run all office equipment, copiers, postage meter
• Troubleshoot all printers, plotters and scanners
• Knowledge of office AV/IT
• Works closely with and openly communicates with IT
• Set-up conference room equipment, call lines and furniture needs; clean-up afterwards

RESPONSIBILITIES

• Coordinate the resolution of tenant issues related to the delivery of tenant service projects
• Responsible for assembling the scope and specifications, tendering, financial administration and monitoring contractor performance for tenant service and base building projects
• Receive, process and validate service requests received by telephone, e-mail, and personal visits and maintain service call / work order tracking as required
• Coordinate BGIS Solutions and subcontracted forces to deliver required tenant services within the scope of the position
• Provide assistance and support to Facility Managers with respect to the delivery of small-scale tenant service projects by determining skills required, assisting with selection of contractors, monitoring performance, budget, quality control, and assigning work
• Review contract work, report any discrepancies to Facility Manager and request Purchase Orders
• Proper interpretation of client work processes, workplace culture and policies is essential for effective Tenant Services delivery
• Other duties as assigned

REQUIRED EDUCATION, KNOWLEDGE AND ABILITIES

• High school completion plus a specialized technical or business course
• Up to three years of job-related experience
• 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 multitask
• Ability to work independently
• Ability to interpret contracts, as required
• Proficiency with CAD preferred
• Specific experience and skill related to the assignment – facility management, churn, facility infrastructures, client industry sector, government sector, etc.
• Proficient with MS Office and email software

Our company culture includes a robust mix of sound business practices and employee initiatives that promote personal and professional development, work/life balance, health and wellness and community involvement.

The Company is an equal opportunity employer. We believe every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. We are committed to providing equal employment opportunity to all employees and applicants without regard to race, color, religion, gender, national origin, age, disability, ancestry, creed, marital status, sexual orientation, or Veteran or military status, genetic information or any other basis prohibited by local, state or federal law in the relevant jurisdiction. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment and training.

BGIS is committed to strengthening our diversity through recruiting and retaining minority and women professionals from all backgrounds. Our commitment is consistent with our recognition that it is the outstanding people within BGIS who have always been the source of our strength. We recognize that promoting diversity is an integral component of our continuing quest for organizational excellence.

This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

Company Description

BGIS is a leading provider of integrated real estate management services, including facilities management, project management, energy & sustainability services, strategic workplace consulting, real estate services and capital planning. Its range of solutions, supported by efficient systems, processes and people, enables it to create and optimize places that work for its clients. The team is dedicated to inspiring better business performance and helping clients focus on their core businesses. With over 20 years of experience, we employ over 5,000 skilled professionals and manage in excess of 56 million square meters of property and infrastructure, and delivers services that drive sustainable cost reductions for its clients. BGIS’ s clients benefit from the combined strength, expertise and leadership. When you join our team, whether as a seasoned professional or a recent graduate, you’re joining an industry-leading company that makes a difference in our communities, drives innovation through best practices and technology, and takes pride in being one of Canada’s Green 30 companies since 2010. We have been recognized by GI Jobs Magazine for Military Friendly 2017 and 2018, along with being the recipient of the 2018 Hire Vets Gold Medallion via the U.S Department of Labor. Visit us online at https://www.bgis.com/us/careers.htm for more information.