Property Services Coordinator (Contract)

Markham, ON, Canada

Job Description

BGIS is a leading provider of customized facility management and real‑estate services. With a global footprint across North America, Europe, the Middle East, Australia and Asia, we manage over 320 million square feet of client portfolios across 30,000+ locations.

Summary

This role oversees and coordinates the delivery of a range of property‑service activities, providing administrative support to Operations in areas including Work Order Management, Health, Safety & Environmental, Contract Management, Invoice Processing, and Vendor Management. The coordinator is the primary point of contact for service providers and resolves client requests related to property services in a timely manner.

Key Duties & Responsibilities

Operations

- Process service requests received by telephone, e‑mail and personal visits, maintaining a database of requests to meet reporting and analysis requirements.
- Ensure contractual services are issued against corresponding purchase orders and on‑demand services are issued to work orders.
- Prepare and publish tenders as required and ensure all work orders are scheduled and completed on time.
- Complete necessary forms for various departments – such as RFQs, building advisories, AHJ (Intelex), diesel fuel call‑up, etc.
- Develop scopes of work and request quotes from service providers when required.
- Upload all applicable documentation to work orders for reporting and auditing purposes.
- Coordinate with contractors and building technicians to follow proper work order and procurement processes.
- Review monthly Preventative Maintenance work orders, ensuring PMs are dispatched, scheduled and completed prior to month end.
- Administer and monitor service contracts, including cleaning,



and review vendor/contractor performance.
- Prepare monthly expense summaries with supporting details, resolving errors or inconsistencies in the general ledger.
- Schedule, coordinate and complete cleaning inspections to maintain image quality; report and follow up on deficiencies with cleaning contractors (travel may be required).

Health and Safety

- Ensure health and safety policies and procedures are followed and work permits are in place for all work.
- Report accidents immediately according to company procedure and prepare incident reports.
- Guarantee compliance with BGIS and client HSE and safety codes, ensuring appropriate PPE usage.
- Promote a robust, healthy and safe work environment by encouraging a positive H&S; culture and attending safety meetings.
- Complete all corporate safety training.
- Send, receive, review and track H&S; documentation.
- Manage time & space of building activities to avoid conflicting safety hazards.
- Verify client security requirements and ensure service providers comply prior to entering client space.

Communication / Customer Service

- Prepare and communicate purchase orders to managers and suppliers; receive purchase orders to approve payment for work completed at the correct cost.
- Establish and maintain working relationships with clients and service providers.




- Work with client/tenant organizations to ensure continued communication from BMP processes to operational/project activities and issues; address all concerns and maintain an integrated approach with all parties.

Service Contracts / Financial Management

- Review demand work orders to determine if billable or non‑billable.
- Investigate problem invoices and report findings to management in a timely manner; follow up with contractors to ensure accurate invoicing and proper billing procedures.
- Prepare accurate information and various reports for Finance and Management as requested.
- Review daily, weekly, and monthly financial reports to ensure accuracy of reporting.

Knowledge & Skills

- High School Diploma with up to 1 year of relevant office administration / service coordination experience.
- Excellent interpersonal skills.
- Strong customer‑oriented skills.
- Ability to work collaboratively within a team environment.
- Ability to handle numerous concurrent tasks and client requests.
- Knowledge of tendering processes.
- Knowledge of financial management software is an asset.

Licenses and/or Professional Accreditation

- None required.

Role Dimensions

- Project Management: Does not lead projects.
- Communications: Involves clarification, instructions, training, and explanations related to service requests.
- Expertise: Working knowledge in a specialized area.
- Problem Solving and Innovation: Requires quick analysis of challenges and selection of appropriate solutions, often involving 1‑3 software applications.

Salary range: $47,118 – $58,897 per annum, based on experience, education and performance.

BGIS is an equal‑opportunity employer. If you require accommodation during the recruitment process, please contact us to discuss suitable arrangements.

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📌 Property Services Coordinator (Contract) (Markham)
🏢 BGIS Global Integrated Solutions
📍 Markham