Property Services Coordinator

Bgis • Topeka, KS

416d

About The Position

The Property Services Coordinator at BGIS plays a crucial role in supporting facility managers by managing the procurement of materials and services, overseeing purchase orders, and ensuring accurate invoicing and compliance within the Computerized Maintenance Management System (CMMS). This position serves as the internal point of contact for vendor management and procurement processes, ensuring that all purchasing duties are completed efficiently and accurately to support client sites.

Requirements

• 2 to 4 years of related experience in property services or facilities management.
• Ability to identify issues or discrepancies in procurement processes.
• Strong communication skills to convey processes and procedures to internal customers.
• Ability to prepare basic memos and provide variance explanations.
• Advanced knowledge of MS Office Suite.

Responsibilities

• Serve as the internal point of contact for procurement of materials and services at client sites.
• Oversee the entire lifecycle of a purchase from request to payment.
• Complete purchasing duties from third-party vendors for manager site support.
• Act as the internal customer point of contact for Purchase Orders, Vendor Management, and Sourcing Procedures.
• Create Purchase Orders utilizing Oracle EBS in coordination with managers.
• Manage the creation of vendors into Oracle and compliance software in coordination with the sourcing department.
• Track Oracle POs with managers and suppliers for contract, demand, and emergency goods & services.
• Provide Quality Assurance review of requests to ensure accuracy and completeness of Purchase Order Requests (POR).
• Track open and closed POR items to ensure items are closed and billed to clients.
• Collaborate with BGIS Financial Shared Services Center to ensure vendor invoices are matched correctly and clear all holds.
• Contact vendors to request invoices in a timely manner and ensure proper submission of invoices.
• Run reports to ensure all holds are cleared and invoices have been processed and paid out.
• Communicate with managers and approvers to ensure vendor invoices are correct and approved.
• Review forecasts monthly with Directors and Site Leadership to ensure accuracy prior to delivery.
• Participate in monthly invoicing reviews and provide background details.
• Review monthly billing templates from finance to ensure all items are loaded into the applicable system.
• Review Open PO report against POR Tracker to prepare for monthly accruals with managers.
• Collaborate with site personnel to ensure work is reflected in the CMMS and provide Quality Control for data within the tool.
• Support CMMS system for client accounts and follow up on overdue work orders.
• Provide weekly and monthly work order reports to internal and external customers.
• Submit PM schedule updates to the CMMS team and support the addition of new equipment into the CMMS via RealCondition.
• Support weekly timecard tracking and adjustments in ADP payroll service.
• Establish and maintain working relationships with clients and service providers.

Benefits

• Work/life balance initiatives
• Health and wellness programs
• Community involvement opportunities
• Professional development support

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Real Estate
• Education Level: No Education Listed