Intern, Mailroom and Facilities

Who We Are

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6 500 globally we relentlessly focus on enabling innovation through the services we deliver while actively looking for new opportunities that will enable innovation for our clients businesses. Globally we manage over 320 million square feet of client portfolios across 30000 locations in North America Europe Middle East Australia and Asia.

Further information is available at

SUMMARY

The Facility Manager Intern is responsible for operations and budget management service delivery management project management client relationship management health and safety and emergency preparedness and business continuity for an assigned portfolio.

At this position level the individual is responsible for:

• Low to moderate-sized portfolios; and/or
• Facilities of low to moderate complexity; and/or
• Contract requirements of low to moderate complexity

Work arrangement: onsite Monday to Friday at the Markham office

KEY DUTIES & RESPONSIBILITIES

Portfolio Management

• Manages the operations and maintenance activities as well as annual facility programs of a portfolio of facilities.
• Responsible for ensuring facility uptime objectives are met. Ensures the continued safe and reliable operations of the portfolio of facilities managed.
• Creates and implements annual facility management plans.
• Collaborates with relevant stakeholders and oversees the implementation of facility-related programs.
• Oversees maintenance and repair activities and performance of internal Technicians and service providers. Ensures work is completed on time safely and meet quality requirements.
• Ensures all relevant documentations (i.e. annual facility inspections equipment data project files etc) are captured within service maintenance databases.
• Collaborates with relevant stakeholders to evaluate capital assets (i.e. equipment etc.) and to make recommendations for maintenance repair and replacement and inclusion within the capital budget.
• Continuously seeks ways to gain greater efficiencies through activities such as recommending and implementing best practices collaborating with internal teams to implement sustainable practices and improvement initiatives utilizing internal Technicians wherever possible etc.
• Collaborates with relevant stakeholders to optimize assigned portfolio and continuously create value for the client.

Service Delivery Management

• Responsible for meeting client obligations.
• Resolves problems and/or conflicts and maintains open communication with the client including providing regular written and oral reports to ensure satisfaction
• Recommends solutions and implements appropriate actions for issues
• Monitors service delivery performance against established metrics/key performance indicators. Identifies gaps develops and executes corrective action plans to ensure all objectives are met.
• Monitors all service requests to ensure within agreed upon scope and escalates to senior management where required.
• Responsible for ensuring compliance to all legislated corporate and industry-related requirements and guidelines including but not limited to environmental health and safety and building standard requirements.

Risk Management Emergency Preparedness and Business Continuity Planning and Execution

• Executes emergency preparedness risk management disaster recovery and business continuity plans
• Collaborates with relevant stakeholders on incident management-related requirements

Health Safety Environment & Security

• Acts as the focal point of contact and collaborates with Environmental Health Safety and Security Team to ensure ongoing compliance with all health and safety related legislation and requirements.
• In collaboration with Environmental Health Safety and Security Team administer vendor safety-related accreditation training and qualification where required.
• Organizes and facilitates health and safety-related meetings with vendors to ensure ongoing safety compliance.
• Monitors and is responsible for the safe delivery of all work performed within assigned portfolios.

Client Relationship Management

• Develops and maintains effective relationships with clients. Ensures ongoing client satisfaction.
• Acts as the focal point of escalation for issues pertaining to facilities managed.

Budget Development & Management

• Responsible for meeting budget for assigned portfolio.
• Develops and manages budget for portfolio and project expenses. Collaborates with Finance to ensure affordability budget management and ongoing profitability.
• Liaises with relevant operations team members and Finance team for reports to monitor expenses.
• Reviews and approves expenditures.

Project Management

• Develops and executes project plans and related estimated costs and budget for assigned portfolio.
• Oversees project delivery.
• Liaises with relevant stakeholders to ensure projects are delivered with minimum disruptions to facilities and all relevant data are received and updated into database.

Regulatory Compliance

• Ensures all regulatory compliance requirements have been performed and all related documentations are created and maintained
• Collaborates with Procurement and Supply Chain Administration teams to source and qualify vendors source and procure goods and services.
• Ensures the availability of an adequate inventory of tools and other supplies to operate the facilities.

KNOWLEDGE & SKILLS REQUIRED

• Currently enrolled in an accredited educational institution working towards a degreecommunity college diploma or equivalent training (e.g. RPA CET)
• Facility operations and maintenance management abilities
• Proficiency with facility equipment and building systems
• Service delivery management abilities
• Budget management abilities
• Ability to influence persuade and negotiate to achieve desired outcome
• Client relationship management abilities
• High degree of client service orientation and sense of urgency
• Emergency preparedness and business continuity planning and execution abilities
• Possesses a sustainability mindset and seeks to incorporate sustainable practices within assigned portfolio where possible
• Knowledge of health and safety requirements. Possesses a high degree of safety mindset
• Possesses a continuous improvement and quality mindset and seeks to continuously improve processes and incorporate best practices where applicable.
• Maintains current knowledge of and developing ability to implement facility management services best practices.
• Knowledge of current building standards code and legislative requirements

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 of 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!