Coordonnateur des services immobiliers

Description

• 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.
• Ensures contractual services are issued against corresponding PO (purchase order) and on demand services issued to WO (work order).
• Coordinates with contractors and building technicians to ensure proper work order and procurement processes are followed.
• Prepares monthly summaries of expenses with supporting details and resolves errors or inconsistencies in expenses from the general ledger.
• Uploads all applicable documentation to work orders for reporting and auditing purposes.
• Reviews monthly Preventative Maintenance work orders. Ensures PM’s are dispatched appropriately and are scheduled and completed prior to month end.
• In the event of accident informs immediately according to Company procedure. Prepare incident reporting.
• 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).
• Sends, receives, reviews, and tracks H&S documentation.
• Establishes and maintains working relationships with Clients and service providers.
• Develops scopes of work and requests quotes from service providers where required.
• Verifies client security requirements and ensures service providers are compliant prior to entering client space.
• 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 all corporate safety training.
• Reviews demand work orders to determine if billable or non-billable.
• Prepares accurate information and various reports for Finance and Management as requested.
• 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.
• Reviews daily, weekly, monthly financial reports to ensure accuracy of reporting.
• Ensures compliance to all BGIS and Clients’ and Legislated HSE and Safety Code Compliance and ensures PPE is being used as appropriate.
• 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.
• 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.
• Contributes to a strong, healthy and safe work environment by promoting a positive H&S culture. Attends safety meetings.
• Prepares and communicates the PO’s to managers and suppliers; receives PO’s to approve payment for work completed at the correct cost.
• Manages time & space of building activities to ensure no conflicting safety hazards.
• Administers and monitors service contracts including cleaning and reviews vendor/contractor performance.

Requirements

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

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance