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Property Services Coordinator

Company: Brookfield Global Integrated Solutions
Location: Des Moines
Posted on: January 16, 2020

Job Description:

Job Field:
Facility/Property Management
Job Type:
Full-time
Building Location:

Length of Assignment:

BGIS is currently seeking a Property Services Coordinator for to join the team as a member of our growing facility management.

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. With over 20 years of experience, we employ over 5,000 skilled professionals and manage in excess of 56 million square meters of property and infrastructure, and delivers services that drive sustainable cost reductions for its clients. BGIS's clients benefit from the combined strength, expertise and leadership. When you join our team, whether as a seasoned professional or a recent graduate, you re joining an industry-leading company that makes a difference in our communities, drives innovation through best practices and technology, and takes pride in being one of Canada s Green 30 companies since 2010.

Delivers high quality services to customers by obtaining the right materials, tools, equipment, and labor resources to every job as efficiently as possible and on or under budget.

Summary of the role

Processing service requests received by telephone, e-mail and personal visits which are supported by approved CMMS Purchase Orders (POR s).

Purchase Orders

* Manage the Oracle PO lifecycle through to fully closed

* Follow-up with CFM and other approvers to ensure timely

* Oracle PO processing includes identifying all elements needed for PO such as PO Amount, processing of Oracle PO s, Vendor Name and Address, Work Scope and time period & launching PO with Oracle

* Ensure tracking of Oracle POs with Ops managers and suppliers for contract, demand (break-fix) and emergency goods & services

CMMS

* Collaborate with MT s & PM s to ensure work is received and reflected in CMMS

* Provide Quality Assurance (QA) review of requests to ensure CMMS POR is accurate, complete and aligns with the Oracle PO coding & distribution

* Track open and closed POR and CMMS items (POR Tracker) to ensure items are closed and billed to MFST

Invoicing

* Ensure receipt of all vendor invoices and that all details are correct.

* Use POR Tracker to identify open CMMS work orders that have been completed but lack vendor invoice. Contact vendors to request invoices in timely fashion.

* Work with vendors to ensure correct PO #, billing address, BGIS company name, dollar amount are correct and that FSSC AP has received copy of invoice for processing.

* Collaborate with FSSC to ensure all vendor invoices have been matched correctly and to clear all holds

* Run the All Invoices Report to ensure all holds are cleared. Communicate with CFMs/ACFMs/PMs/and other approvers to ensure all vendor invoices are correct and approved.

* Use other reports from Oracle Cloud such as the AP Invoice Aging Report to ensure all invoices received are approved, processed, and loaded into Oracle PA.

Deliverables

* Work with site CFM/ACFMs and Finance for delivery of monthly operations and projects billing.

* Review monthly billing templates from Finance to ensure all items from US Bank (P Cards) and Oracle PA (vendor invoices) are loaded into invoice. Verify billing details (CMMS POR #, Task Codes, Budget Category, Invoice Details) selected are correct.

* Review invoice details with site CFM/ACFMs on time to ensure accurate billing presented to clients

* Collect electronic copies of all documentation required for monthly billing all vendor invoices, P Card receipts and vendor quotes over $5K.

* Participate in monthly billing reviews to provide background details

Monthly Accruals

* Review Open PO report against POR Tracker to prepare for CFMs.

* Review with CFM/ACFM for accuracy of monthly accruals.

* Maintain Headcount Tracking details file

* Update for all changes in site personnel adds/deletes/position changes/exact dates

* Use details for monthly billing and forecast deliverables to BGIS Finance and clients

Forecast

* Work with Finance to update site files to track billing, accruals and future forecasts by POR

* Ensure every open POR from POR Tracker is accurately reflected on the site file with correct POR #, Dollar Amount, Vendor, BGIS PO #, Task Codes, Budget Category and dollars are accurate for past billing history, current accrual and future forecast.

* Review forecasts monthly with CFM/ACFMs to ensure accuracy of details prior to delivery

* Participate on monthly reviews to provide background details

* Work with Finance and CFMs to provide future year forecast

Additional

* Establishes and maintains working relationships with Clients and service providers

Knowledge & skills

* Requires 2 to 4 years of related experience.

* Ability to prepare month end journal entries to support proper transaction reporting

* 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 of software

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. We are committed to providing equal employment opportunity to all employees and applicants without regard to race, color, religion, gender, national origin, age, disability, ancestry, creed, marital status, sexual orientation, or Veteran or military status, genetic information or any other basis prohibited by local, state or federal law in the relevant jurisdiction. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training.

BGIS is committed to strengthening our diversity through recruiting and retaining minority and women professionals from all backgrounds. Our commitment is consistent with our recognition that it is the outstanding people within BGIS who have always been the source of our strength. We recognize that promoting diversity is an integral component of our continuing quest for organizational excellence.

This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

Anyone with questions or concerns regarding Equal Employment Opportunity should contact their direct supervisor or the Human Resources Department without fear of retaliation of any kind.
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Keywords: Brookfield Global Integrated Solutions, Des Moines , Property Services Coordinator, Other , Des Moines, Iowa

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