BGIS logo
BGIS

BGIS is a leading provider of integrated real estate management services, including facilities management, project management, energy & sustainability services, strategic workplace consulting, real estate services and capital planning. Its range of solutions, supported by efficient systems, processes, and people, enables it to create and optimize places that work for its clients. Our company culture includes a robust mix of sound business practices and employee initiatives that promote personal and professional development, work/life balance, health and wellness, and community involvement. The Company is an equal opportunity employer. We believe every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. BGIS is committed to strengthening our diversity through recruiting and retaining minority and women professionals from all backgrounds.

Property Services Coordinator

Location

United States

Posted

3 days ago

Salary

0

Seniority

Mid Level

No structured requirement data.

Job Description

Property Services Coordinator

BGIS

Role Description BGIS is currently seeking a Property Services Coordinator to join the team in Tampa, FL. The Property Services Coordinator supports the facility managers by: - Updating PM work orders - Maintaining equipment information in RealCondition - Contacting the centralized CMMS team with PM schedule changes - Being a point of contact for vendors Summary of the role: - Internal point of contact for the procurement of material and services at client sites. - Oversee the entire lifecycle of a purchase from request to payment. Qualifications - Requires 2 to 4 years of related experience. - Ability to identify issues or discrepancies. - Ability to communicate processes and procedures within the team and to internal customers. - Ability to prepare basic memos and provide basic variance explanations. - Advanced knowledge of MS Office Suite. Requirements - Complete purchasing duties from 3rd party vendors for manager site support. - Internal customer point of contact for Purchase Orders, Vendor Management, Sourcing Procedures and Standards. - Purchase Order creation, utilizing Oracle EBS, in coordination with managers. - Manage the Oracle PO lifecycle through to fully closed. - Ensure tracking of Oracle POs with managers and suppliers for contract, demand (break-fix) and emergency goods & services. - Provide Quality Assurance (QA) review of requests to ensure POR is accurate, complete and aligns with the Oracle PO coding & distribution. - Collaborate with BGIS Financial Shared Services Center to ensure all vendor invoices have been matched correctly and to clear all holds. - Use POR Tracker to identify work orders that have been completed but lack vendor invoice. - Run needed reports to ensure all holds are cleared and invoices have properly processed, been approved, loaded into Oracle PA, and paid out. - Review forecasts monthly with Directors, Critical Facility Managers, and/or Site Leadership to ensure accuracy of details prior to delivery. - Participate in monthly invoicing reviews and provide background details. - Review monthly billing templates from finance to ensure all items from Purchase Cards, expense submissions, and Oracle vendor invoices are loaded into applicable system. - Review Open PO report against POR Tracker to prepare for managers. - Collaborate with site personnel to ensure work is received and reflected in Computerized Maintenance Management System (CMMS). - Support CMMS system for client accounts as needed. - Follow-up on overdue PM and IN work orders with a focus on compliance work orders. - Provide weekly and monthly work order reports to internal and external customers; FMs, the CMMS team, vendors, etc. - Review the monthly PM simulation report from the CMMS team to identify changes. - Support the addition of new equipment into the CMMS via RealCondition. - Support weekly timecard tracking, overtime, adjustments, in ADP payroll service. - Establish and maintain working relationships with clients and service providers. - Support additional Property Services Coordinator duties as needed. Benefits - Robust mix of sound business practices and employee initiatives that promote personal and professional development. - Work/life balance, health and wellness, and community involvement.

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