Property Site Coordinator

AtkinsRéalis•Edmonton, AB

5d•Onsite

About The Position

Provide on-site administrative support and facility coordination so that contractual commitments are met as well as keeping site in line with AtkinsRealis policies and procedures. This is a key role which requires the ability to coordinate multiple activities and communicate effectively.

Requirements

Minimum 5 years office related work experience preferably in facilities management.
Knowledge of enterprise software (JDE, SAP) and strong knowledge of MS Office suite including Excel.
Solid understanding of accounting principles (AP/AR).
Strong ability to communicate verbally and in writing.
Ability to obtain federal security clearance.

Nice To Haves

Experience in contract management an asset.

Responsibilities

Management of Demand Work order calls, emails, requests and related computer systems.
Management of Key and Access systems.
Document management of customer/staff paperwork/requests and changes.
Assist with the general administration of the project agreement to meet the associated KPI’s as instructed.
Lead and coordinate service request delivery by fielding telephone calls and emails from the clients, subcontractors and AtkinsRealis facilities management team and direct them appropriately.
Log calls/jobs in CMMS database (JDE, SAP etc).
Create, allocate, update, review and close all demand work orders and Preventative maintenance work orders per Helpdesk policy SLA including tracking job progress against KPI’s.
Interface with Operations Manager, Maintenance Team Leader, Technicians, CSC, PO Coordinator and Project Coordinator in delivery of service requests to meet contract service levels.
Create Purchase Order requisitions for service day-to-day requests; receive and manages payment of invoices with Accounting Coordinator.
Record keeping maintained within accordance to quality standards.
Manage security clearance process, issue access cards and keys to all staff, visitors, volunteers and subcontractors.
Coordinates Supplier/Contractor set-up and maintains contractor compliance requirements.
Generate monthly reports from CMMS.
Is involved to a lesser extent in the preparation of financial reports – forecasts, budgets, and other data related to their activities such as the status of various contract expirations and related matters.
Acts as liaison to and assist Operations Manager with budgeting, reporting and tenant relations.
Attend weekly conference calls; take, prepare and distribute meeting minutes.
Coordinate meetings and staff events as required including catering and equipment.
Maintains and communicates effectively with client and on-site associates and ensure that any areas of concern are addressed promptly and thoroughly.
Performs ad-hoc administrative functions relating to property management as assigned by Facility Manager.
Performs routine inspections to ensure contractor performance and property site conditions are in keeping with all company policies, procedures and quality assurance.