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SUMMARY The Property Services Coordinator (PSC) supports the effective delivery of property services for Alberta Infrastructure facilities managed by BGIS. The role provides operational coordination, procurement administration, financial support, records management, and vendor coordination to ensure work orders, purchase orders, RFQs, invoicing, compliance documentation, and client requests are completed accurately, timely, and in alignment with Alberta Infrastructure and BGIS requirements. KEY DUTIES & RESPONSIBILITIES Work Order & Service Request Management * Process service requests received by telephone, email, system notifications, and direct stakeholder communication; maintain accurate records for tracking, reporting, and analysis. * Review demand and preventative maintenance work orders for completeness, status, documentation, billable/non-billable determination, and timely completion. * Coordinate with Facility Managers, Operations Managers, Maintenance Team Leads, technicians, contractors, and vendors to support proper work order execution and closeout. * Ensure required supporting documentation is uploaded and retained to support reporting, invoice processing, and audit readiness. Purchase Order & Invoice Administration * Prepare, communicate, receive, and administer purchase orders to support accurate payment for approved work at the correct cost. * Confirm approved PO requests include appropriate coding, budget alignment, scope detail, vendor information, and required approvals before processing. * Support invoice review, PO/WO reconciliation, progress billing tracking, and resolution of billing errors or inconsistencies. * Assist with monthly accrual preparation, financial reporting requests, and expense summaries with supporting details. RFQ, Procurement & Contract Support * Review completed RFQs prior to Facility Managers sending them out to bid for accuracy, formatting etc., tender support documentation, bid closing activities, vendor communications, and file documentation in accordance with established governance requirements. * Bid receipt tracking, and contract award documentation. * Maintain complete procurement records, including vendor submissions, evaluation support, approvals, correspondence, and audit trail documentation. * Verify that contractual services are issued against the appropriate PO and that on-demand services are connected to the appropriate WO. * Support the setup of new employees into the Mark’s Work Wearhouse platform Vendor, Compliance & Client Coordination * Establish and maintain professional working relationships with Alberta Infrastructure stakeholders, BGIS teams, service providers, contractors, and client representatives. * Support vendor compliance review by confirming required documentation, including safety, insurance, onboarding, and site access requirements where applicable. * Collaborating with vendors who no longer are compliant and obtaining the correct documentation is received. Financial, Reporting & Governance Support * Assist the Facility Managers monthly accruals, Wo and PO reports, etc. * Prepare summaries and tracking reports related to WOs, POs, RFQs, invoices, accruals, vendor compliance, and outstanding action items. * Maintain organized electronic files and documentation to support Alberta Infrastructure governance, internal controls, and audit readiness. * Perform other related duties as assigned. KNOWLEDGE & SKILLS * Strong understanding of facilities administration, work order coordination, purchase order administration, invoice processing, and vendor coordination. * Knowledge of procurement support activities, including RFQs, quote tracking, bid documentation, and file management. * Ability to interpret RFQ details, identify missing information, and follow up with stakeholders to support accurate execution. * Strong attention to detail, documentation discipline, and ability to maintain audit-ready records. * Excellent written and verbal communication skills with the ability to prepare professional client, vendor, and internal correspondence. * Strong customer service orientation and ability to support multiple stakeholders across a busy portfolio. * Analytical and problem-solving skills with the ability to resolve discrepancies, identify bottlenecks, and escalate risks appropriately. * Ability to work independently, manage competing priorities, and meet deadlines in a fast-paced environment. * Proficiency with Microsoft Office applications; experience with Oracle, RealSuite, Avetta, SharePoint, Jot Forms or similar systems is considered an asset. EDUCATION & EXPERIENCE * High school completion plus specialized technical, business administration, accounting, procurement, facilities management, or related training. * Minimum of 1 year of relevant job experience in facilities administration, property services, procurement support, financial administration, contract administration, or a related field. * Experience supporting public-sector, government, or Alberta Infrastructure contracts is considered an asset. LICENSES AND/OR PROFESSIONAL ACCREDITATION * None required. ALBERTA INFRASTRUCTURE PORTFOLIO FOCUS This posting has been updated to better reflect PSC responsibilities supporting Alberta Infrastructure work, including WO/PO management, RFQ coordination, procurement documentation, invoice and accrual support, vendor compliance, client communication, and audit-ready governance records. #LI-JP1 We value transparency in our hiring processes. Please note, artificial intelligence may be used in certain stages to screen, assess, or select applicants, however, a human reviewer makes all final decisions. This posting is for an existing vacancy. BGIS is a global leader in integrated facility management services. With a combined team of over 10,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 50,000 facilities totaling more than 600 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments. At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric if our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success! BGIS is an equal opportunity employer, and we welcome you to apply for a position with us! If you require accommodation during the recruitment process, please contact us at [email protected]. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant's accessibility needs due to disability.

What you’ll do

The Property Services Coordinator manages work orders, purchase orders, and vendor compliance to ensure efficient facility operations. They also provide financial support, including invoice reconciliation and reporting, while maintaining accurate records for audit readiness.

Requirements

Candidates must have at least one year of experience in facilities administration, procurement, or financial support. A high school diploma is required, along with strong organizational skills and proficiency in Microsoft Office applications.

Listed skills

• Data entry · Preferred
• Attention to detail · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Facilities administration
• Work order coordination
• Purchase order administration
• Invoice processing
• Vendor coordination
• Procurement support
• RFQ management
• Financial reporting
• Data entry
• Attention to detail
• Communication skills
• Customer service
• Problem-solving
• Microsoft Office
• Oracle
• SharePoint
• Invoice Review
• Request For Quotation (RFQ)
• Reporting and Analysis
• Stakeholder Communications
• Ability To Meet Deadlines
• Accounting
• Accruals
• Artificial Intelligence
• Auditing
• Reconciliation
• Telecommunications
• Billing
• Business Administration
• Internal Controls
• Management
• Customer Service
• Textiles
• Communication
• Procurement
• Contract Management
• Data Centers
• Records Management
• Facility Management
• File Management
• Financial Services
• Financial Statements
• Oil and Gas
• Governance
• Leadership
• Higher Education
• Innovation
• Invoicing
• Problem Solving
• Operations Management

Job areas

• Administrative
• Government & Public Sector
• Finance & Accounting
• Management & Leadership
• Property Services Coordinator
• Contracts Administrator
• Buyers
• Purchasing Agents, Except Wholesale, Retail, and Farm Products
• Buyers and Purchasing Agents