Tenant Services Coordinator

Safety Ownership and Regulatory Compliance 

• 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.   

Workplace Support  

• 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  

• High level of confidentiality will be a must in this role.  

• 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  

Lobby Duties  

• 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  

Floor Duties  

• Identify safety hazards and maintenance issues   

• Assist in meeting rooms for IT connections and supplies  

Technology Assistance  

• 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  

Projects:  

• 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.  

Health and Safety:  

• 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.  

Communication:  

• Develops client project communications, including deadline notification, process updates, and scope requirements.  

Analytics & Data Management:  

• Tracks all projects and timeline, providing regular status updates to the Facility Manager.   

• Tracks and reports on project totals monthly when required.   

Relationship Management:  

• Develops and maintains effective relationships with vendors, clients and stakeholders.  

• Manages stakeholder requirements, scope changes, and project expectations.   

• 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. 

• Proficiency with CAD will be considered an asset. 

• Proficient with MS Office and email software.