Property Services Coordinator

BGIS•Edmonton, AB

16h•Onsite

About The Position

The Property Services Coordinator (PSC) supports the effective delivery of property services for Alberta Infrastructure facilities managed by BGIS. The role provides operational coordination, procurement administration, financial support, records management, and vendor coordination to ensure work orders, purchase orders, RFQs, invoicing, compliance documentation, and client requests are completed accurately, timely, and in alignment with Alberta Infrastructure and BGIS requirements.

Requirements

Strong understanding of facilities administration, work order coordination, purchase order administration, invoice processing, and vendor coordination.
Knowledge of procurement support activities, including RFQs, quote tracking, bid documentation, and file management.
Ability to interpret RFQ details, identify missing information, and follow up with stakeholders to support accurate execution.
Strong attention to detail, documentation discipline, and ability to maintain audit-ready records.
Excellent written and verbal communication skills with the ability to prepare professional client, vendor, and internal correspondence.
Strong customer service orientation and ability to support multiple stakeholders across a busy portfolio.
Analytical and problem-solving skills with the ability to resolve discrepancies, identify bottlenecks, and escalate risks appropriately.
Ability to work independently, manage competing priorities, and meet deadlines in a fast-paced environment.
Proficiency with Microsoft Office applications
High school completion plus specialized technical, business administration, accounting, procurement, facilities management, or related training.
Minimum of 1 year of relevant job experience in facilities administration, property services, procurement support, financial administration, contract administration, or a related field.

Nice To Haves

experience with Oracle, RealSuite, Avetta, SharePoint, Jot Forms or similar systems is considered an asset.
Experience supporting public-sector, government, or Alberta Infrastructure contracts is considered an asset.

Responsibilities

Process service requests received by telephone, email, system notifications, and direct stakeholder communication; maintain accurate records for tracking, reporting, and analysis.
Review demand and preventative maintenance work orders for completeness, status, documentation, billable/non-billable determination, and timely completion.
Coordinate with Facility Managers, Operations Managers, Maintenance Team Leads, technicians, contractors, and vendors to support proper work order execution and closeout.
Ensure required supporting documentation is uploaded and retained to support reporting, invoice processing, and audit readiness.
Prepare, communicate, receive, and administer purchase orders to support accurate payment for approved work at the correct cost.
Confirm approved PO requests include appropriate coding, budget alignment, scope detail, vendor information, and required approvals before processing.
Support invoice review, PO/WO reconciliation, progress billing tracking, and resolution of billing errors or inconsistencies.
Assist with monthly accrual preparation, financial reporting requests, and expense summaries with supporting details.
Review completed RFQs prior to Facility Managers sending them out to bid for accuracy, formatting etc., tender support documentation, bid closing activities, vendor communications, and file documentation in accordance with established governance requirements.
Bid receipt tracking, and contract award documentation.
Maintain complete procurement records, including vendor submissions, evaluation support, approvals, correspondence, and audit trail documentation.
Verify that contractual services are issued against the appropriate PO and that on-demand services are connected to the appropriate WO.
Support the setup of new employees into the Mark’s Work Wearhouse platform.
Establish and maintain professional working relationships with Alberta Infrastructure stakeholders, BGIS teams, service providers, contractors, and client representatives.
Support vendor compliance review by confirming required documentation, including safety, insurance, onboarding, and site access requirements where applicable.
Collaborating with vendors who no longer are compliant and obtaining the correct documentation is received.
Assist the Facility Managers monthly accruals, Wo and PO reports, etc.
Prepare summaries and tracking reports related to WOs, POs, RFQs, invoices, accruals, vendor compliance, and outstanding action items.
Maintain organized electronic files and documentation to support Alberta Infrastructure governance, internal controls, and audit readiness.
Perform other related duties as assigned.