Tenant Services Coordinator

BGIS•Toronto, ON

51d

About The Position

The Tenant Services Coordinator supports BGIS clients by coordinating the delivery of small-scale maintenance projects, workspace changes, design services and office services. They coordinate the resolution of tenant issues related to the delivery of tenant service projects. The Tenant service Coordinator will collaborate with various partners to ensure a high-quality seamless workplace experience is provided consistently for all employees.  In this role, there is a unique opportunity to influence how employees work, and directly impact their work day.  You will work with a team of professionals delivering workplace services.  In this role, you will support the key differentiator of the organization – it’s people, by enabling a culture of high-performance teams. This role will work in collaboration with all key BGIS departments to ensure full support of all activities and play a key role in our INTEGRATED approach to operating buildings. Opportunities for Development:    At BGIS we are committed to the development of our people – offering them opportunities to learn and grow into various roles.  Success in the role offers Team Members the opportunity to explore various roles – some include:   On Account & expanded Operational roles Facility Management Office roles to support accounts Project Management roles support projects

Requirements

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.
Proficient with MS Office and email software.

Nice To Haves

Proficiency with CAD will be considered an asset.

Responsibilities

Comply with all internal and external requirements including but not limited to environmental, health and safety, fire protection and mandated by BGIS Health Safety and Environment Teams and enforced by law.
Support customers, visitors and employees in a friendly, knowledgeable and courteous manner at all times
Responsible for the workplace experience in designated lobby/service areas – welcoming employees, assisting with inquiries/questions and point person for Health Screening upon entry within the open lobby space
Assist with electronic visitor sign in when necessary
Act as an ambassador ensuring a positive Workplace Experience and be able to communicate confidently and articulately to employees and guests with a professional/positive demeanour
Have an extensive knowledge of the workplace – technology, meeting rooms, multi-purpose and shared spaces, amenities and places of interest.
Assist with minor event planning and meeting space set ups and clean ups
Use operational knowledge of the facility to provide swift resolution of any challenges experienced by employees or guests.
Ensure workplace health and safety guidelines are followed, and report any violations or near-misses to Manager
Attend and participate in the Joint Health and Safety Committee meetings
Submit work orders for maintenance (including technology), workspace or janitorial issues, to ensure timely response and tracking for continuous improvement.
May be required to wear a BGIS uniform or outerwear when performing duties if required such as a branded shirt
Ensure access card is used for each Team Member ensuring no tailgating
Ensure ID badge is displayed for Team Members and Visitors
Clean/Wipe high touch point areas of lobby hourly
Identify safety hazards and maintenance issues
Assist in meeting rooms for IT connections and supplies
Point of contact for office and technology issues
Demonstrate new technologies released in support of enhancing the workplace experience
Administer triage for meeting room technology- i.e. reset, reboot meeting room panels and lobby touch screen and/or manage escalations
Manage locker/file cabinet inventory assignment
Retrieve and respond to voicemail messages daily
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.
Reviews the work done by contractors, reports any discrepancies to Facility Manager and requests Purchase Orders.
Follows Company procedures to ensure safe environment, personal safety and safety of others.
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.
Tracks all projects and timeline, providing regular status updates to the Facility Manager.
Tracks and reports on project totals monthly when required.
Develops and maintains effective relationships with vendors, clients and stakeholders.
Manages stakeholder requirements, scope changes, and project expectations.