Property Services Coordinator at BGIS in Tampa, Florida

Property Services Coordinator

BGIS is currently seeking a Property Services Coordinator to join the team in Tampa, FL. 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. The team is dedicated to inspiring better business performance and helping clients focus on their core businesses. 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, and being a point of contact for vendors. 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.

Purchase Orders

• 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, and relay changes/updates to internal customer.
• Purchase Order creation, utilizing Oracle EBS, in coordination with managers.
• In coordination with sourcing department, manage creation of vendors into Oracle and compliance software.
• 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.
• Track open and closed POR items (POR Tracker) to ensure items are closed and billed to client.

Invoicing

• Collaborate with BGIS Financial Shared Services Center to ensure all vendor invoices have been matched correctly and to clear all holds.
• Ensure vendor invoices with issues in the system have been submitted properly in accordance with BGIS standard practice. This includes contacting vendor if remediation is needed.
• Use POR Tracker to identify work orders that have been completed but lack vendor invoice. Contact vendors to request invoices in timely fashion.
• Run needed reports to ensure all holds are cleared and invoices have properly processed, been approved, loaded into Oracle PA, and paid out. Communicate with managers and other approvers to ensure all vendor invoices are correct and approved.
• 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.

Monthly Accruals

• Review Open PO report against POR Tracker to prepare for managers.
• Review with managers for accuracy of monthly accruals.
• Use details for monthly billing and forecast deliverables to BGIS Finance and clients.

CMMS

• Collaborate with site personnel to ensure work is received and reflected in Computerized Maintenance Management System (CMMS).
• Quality Control (QC), for data within the CMMS tool.
• 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.
• Submit PM schedule updates to the CMMS team, including vendor changes, frequency changes, new locations and removal of closed locations.
• Support the addition of new equipment into the CMMS via RealCondition.

Additional

• Support weekly timecard tracking, overtime, adjustments, in ADP payroll service.
• Establishes and maintains working relationships with clients and service providers.
• Support additional Property Services Coordinator duties as needed.

Knowledge & skills

• 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.
• Advance knowledge of MS office suite.