Tenant Services Coordinator

• Receives, processes and validates service requests received by telephone, e-mail, and personal visits and maintain service call / work order tracking as required (Keep a Project Tracker spreadsheet).
• Works with the Facility Managers to deliver small-scale tenant service projects; determining skills required, assisting with contractor selection and monitoring performance.
• Coordinates, plans and oversees BGIS and subcontracted forces to deliver required tenant service projects within the scope of the position.
• Works with multiple concerned parties to ensure timely and successful project completion, ensuring adherence to scope, budget requirements and maintaining client satisfaction.
• Participates in the development of in-house project engineering cost estimates; design concept alternatives; standards and procedures; and Consultant Terms of Reference.
• Manages and oversees the performance of design consultants and contractors throughout the duration of a project, identifying and resolving issues while monitoring and ensuring the quality of service.
• Reviews the work done by contractors, reports any discrepancies to Facility Manager and requests Purchase Orders.

• Ensures that projects are delivered in compliance with all regulatory, environmental and health and safety requirements.
• Follows Company procedures to ensure safe environment, personal safety and safety of others.
• Sends, receives, reviews, and tracks H&S documentation.
• 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.

• Develops client project communications, including deadline notification, process updates, and scope requirements.

• Creates and submits all project documentation, funding justification and approval templates; including but not limited to scope and specifications, tendering, financial administration, and monitoring contractor performance.
• Meets all documentation requirements and submissions.

• Reviews contract work invoices and address discrepancies.
• Creates various funding documents for tenants to review and commit funding as needed for services requested.
• Reviews all quotes and all funding docs for accuracy and completeness.

• Tracks all projects and timeline, providing regular status updates.
• Tracks and reports on project totals monthly.

• Develops and maintains effective relationships with vendors, clients and concerned parties.
• Manages concerned parties requirements, scope changes, and project expectations.

• High school completion plus a specialized technical or business course.
• 1-3 years of job-related experience specific to the assignment - facility management, churn, facility infrastructures, client industry sector, government sector, etc.
• Good 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 multi-task.
• Ability to work independently.
• Proficiency with CAD will be considered an asset.
• Proficient with MS Office and email software.

• Valid driver's license (as required).

BGIS