SUMMARY
Reporting to Property Services Coordinator Supervisor , the Portfolio Services Officer is responsible for providing functional and administrative support to the account in one or more of the following areas: Environmental, Health & Safety, Contract Administration, Operation support, Administration and the Computerized Maintenance Management System. This position acts as the account contact in a specific functional area as well as provides administrative support to the managers as required.
KEY DUTIES & RESPONSIBILITIES
- Provide day-to-day functional support, guidance and information to Team Members and Account management
- Lead, coordinate and assist with special function as assigned
- Organize, coordinate and document manager meetings, including meeting minutes, project tracking updates, action logs and all required follow-up
- Plan, organize and coordinate client meetings and external travel for managers as required, including travel booking, external meetings and expense reporting
- Prepare communications, presentations, agendas, minutes and spreadsheets for specific projects and assignments
- Researches and compiles data related to functional groups and support
- May be responsible for the collection of technical data and the maintenance of databases
- Generates regular and ad hoc reports for the account, as required
- Develops, implements and updates procedures pertaining to functional area
- May be required to facilitate information sessions and/or training sessions for BGIS Canada's Team Members
- May support quality assurance inspections of portfolio properties to ensure service delivery meets or exceeds contractual requirements
- Other duties as assigned
Decision Making Capacity
- Must be able to organize their schedule to ensure that contract deliverable dates are met
- Must be able to evaluate and escalate service requests based on a pre-determined prioritization criteria
- Recommendations and decisions will be made with the Client’s best interest in mind
KNOWLEDGE & SKILLS
- Community college diploma or equivalent training (e.g. RPA, CET)
- More than one year up to three years of job related experience
- May require technical knowledge and expertise of particular functional area
- Strong computer skills
- Strong written and verbal communication skills
- Proven analytical skills and problem solving ability
- Advanced knowledge of Microsoft Office applications, including Excel, PowerPoint, Word
- Exposure to Access, Maximo, Oracle, and Crystal Reports is beneficial
- Excellent time management skills
- Confidentiality and discretion as will be exposed to highly confidential information
Licenses and/or Professional Accreditation
- Required Security Clearance, where applicable
Please note, this position requires a Reliability Security Clearance.
This is a regular, full-time position with a salary range of $45,968 - $57,461 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.
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