Property Services Coordinator

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.

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.
• 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.