Portfolio Administration Coordinator

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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