Property Services Coordinator

About the Role

The Property Service Coordinator oversees and coordinates the delivery of various building services, providing administrative support to the Operations team in areas such as work order management, health, safety & environmental compliance, contract management, invoice processing, and vendor management. This role serves as the primary point of contact for service providers and shares responsibility for timely resolution of client requests related to property services. In the Operations area, the coordinator processes service requests received by phone, email, or in person, maintains a request database, and ensures services are issued against the appropriate purchase or work orders. They prepare and publish tenders, develop scopes of work, request quotes, and upload all relevant documentation for reporting and audit purposes. Coordination with contractors and building technicians guarantees compliance with procurement processes, and the coordinator oversees preventative maintenance work orders, ensuring they are dispatched and completed before month‑end. Additionally, they administer service contracts, monitor vendor performance, prepare monthly expense summaries, and conduct cleaning inspections to uphold a best‑in‑class image. The coordinator is responsible for maintaining a safe environment for employees and contractors by enforcing health and safety policies, securing work permits, and ensuring proper use of personal protective equipment. They promptly report accidents, prepare incident reports, and uphold compliance with BGIS, client, and legislative HSE standards. Promoting a positive safety culture, they attend safety meetings, complete corporate safety training, manage H&S documentation, and verify that service providers meet client security requirements before accessing premises. Effective communication is a core function, involving the preparation and distribution of purchase orders to managers and suppliers, and approving payments for completed work. The coordinator builds and maintains relationships with clients, service providers, and tenant organizations, ensuring continuous dialogue throughout BMP processes, operational activities, and project issues, and addressing concerns with an integrated approach. Financial duties include reviewing demand work orders to determine billable status, investigating problematic invoices, and liaising with contractors to ensure billing accuracy. The coordinator prepares accurate reports for finance and management, and regularly reviews daily, weekly, and monthly financial reports to confirm reporting integrity. • Process service requests received by phone, email, or in person and maintain a request database. • Issue contractual services against purchase orders and on‑demand services against work orders. • Prepare and publish tenders, develop scopes of work, and obtain quotes from service providers. • Upload all relevant documentation to work orders for reporting and auditing. • Coordinate contractors and building technicians to ensure compliance with procurement processes. • Review, dispatch, and ensure completion of preventative maintenance work orders before month‑end. • Administer service contracts, monitor vendor performance, and conduct cleaning inspections. • Prepare monthly expense summaries and resolve discrepancies with the general ledger. • Enforce health and safety policies, secure work permits, and ensure proper PPE usage. • Report accidents immediately, prepare incident reports, and maintain H&S documentation. • Promote a positive safety culture by attending meetings and completing corporate safety training. • Verify client security requirements and confirm service provider compliance before site entry. • Prepare and communicate purchase orders to managers and suppliers; approve payments for completed work. • Maintain working relationships with clients, service providers, and tenant organizations. • Review demand work orders to determine billable versus non‑billable status. • Investigate problematic invoices and collaborate with contractors to ensure billing accuracy. • Prepare accurate finance and management reports and review financial statements for accuracy.

Key Responsibilities

• ▸work orders
• ▸service requests
• ▸tender management
• ▸vendor management
• ▸safety compliance
• ▸financial reporting

What You Bring

Candidates should hold a high school diploma and have up to one year of relevant office administration or service coordination experience. Required competencies include strong interpersonal, customer‑oriented, and verbal/written communication skills, the ability to work collaboratively and handle multiple concurrent tasks, and solid computer proficiency in Microsoft Office; experience with Oracle Cloud, tendering processes, or financial management software is considered an asset. The position does not lead projects but involves clarifying service requests, providing instructions, and offering training. It requires a working knowledge of specialized areas, analytical problem‑solving abilities, and the capacity to choose appropriate actions quickly, often using one to three software applications. No professional licenses or accreditations are required. • Require a high school diploma and up to one year of office administration or service coordination experience. • Exhibit strong interpersonal, customer‑oriented, and verbal/written communication skills. • Proficient in Microsoft Office; knowledge of Oracle Cloud and financial management software is an asset. • No licenses or professional accreditation required.

Requirements

• ▸high school
• ▸office admin
• ▸microsoft office
• ▸oracle cloud
• ▸communication
• ▸problem solving

Benefits

This is a regular full‑time role with a salary range of $47,118 to $58,897 per annum, dependent on competencies, experience, education, and performance. BGIS is an equal opportunity employer and offers accommodations during the recruitment process upon request. • Salary range: $47,118 – $58,897 per annum; full‑time regular position.

Work Environment

Onsite