City : Toronto

Category : Other

Industry : Professional Services

Employer : BGIS

SUMMARY

The Workplace Relocation Coordinator is responsible for supporting the planning and delivering of Relocation Projects. Works with internal BGIS staff as well as client and external vendors, as required, to ensure timely, successful implementation of Relocation Projects. The Relocation Coordinator will act as the primary contact for all issues related to a move for our clients which may include furniture, fixtures, contents and equipment. The coordinator works alongside the Move Manager and client to select vendors and arranges move services, scheduling, from and to location allocation and at times temporary accommodations.  Coordinating equipment and content packing and disconnects and the appropriate reconnect in the new location is also included in the coordination activities. The Relocation Coordinator utilizes change management and employee experience methodologies to ensure a zero-down-time and high customer service approach to relocation for our clients.

KEY DUTIES & RESPONSIBILITIES

Relocation

• Interfaces with client on a daily basis with strong communication and transparency as required.
• Supports planning and delivering Relocation projects.
• Liaises with Project Managers and Client to understand project requirements.
• Supports Relocation Manager in delivery of Relocation program.
• Supports preparation of move packages and furniture tagging.
• Develops and maintains effective relationships with clients.
• Coordinates with key stakeholders requited for successful move (ie, Landlord, Facilities, Movers, Client groups, PM, furniture installers, etc.).

Compliance

• Ensures assigned projects are delivered on-time, within scope, budget and requirements, and complies with all regulatory, environmental, health and safety requirements.
• Incorporates sustainable practices, where practical, into Relocation delivery, in accordance with BGIS processes.

Documentation

• Supports or prepares vendor tenders, issue tenders, review, analysis and prepares recommendation for award.

• Issues paperwork for reward and reject notices.
• Supports research related to vendors to obtain quotes.
• Assists with preparing Move Orientation package and presentations to client’s staff.
• Assists with development and improvements of Move Package documentation.
• Prepares Purchase Orders and coordinates with Purchase Order Approvers for authorization.
• Monitors work progress of vendors to ensure completion. Ensures all PO's are closed.

Administrative Support:

• Provides administrative support in the development of communications, presentations, agendas, minutes, and spreadsheets for specific projects and assignments.
• Coordinates meetings and events; prepares logistics and provides administrative support during meetings and events.
• Supports resource scheduling activities and coordination of travel for work related activities – multiple accounts as directed.
• Processes service requests received by telephone, e-mail and personal visits and maintains a database of such requests to meet reporting and analysis requirements.
• Coordinates the ordering, supply and distribution of stationery supplies and misc. items including business cards, access cards, teleconference lines, etc.
• Receives mail and distributes to addressee.
• Runs monthly Salesforce meetings, updates system and follows up with team members.
• As holder of team’s Procurement Card, arranges for payment of various items and reconciles account with Finance.
• Arranges On-Boarding for the new team members.  Updates and keeps current, on-boarding materials and process.
• Maintains clean and orderly office space.
• Other duties as assigned

KNOWLEDGE & SKILLS

• Community college diploma with 1-3 years of relevant working experience.
• Software proficiencies related to the assignment – MS Excel, Word, Outlook, MSProject, PowerPoint, etc. with ability to quickly learn new applications.
• Ability to support delivery of non-technical projects such as according to requirements, on-time and within budget.
• Working knowledge of various furniture systems, interiors, materials, and finishes as well as knowledge of project management, move management, construction and scheduling.
• 1 year of facility moves, adds and change work experience.
• Strong organizational skills as well as ability to manage multiple assignments simultaneously.
• Strong customer service / management skills.
• Strong analytical, problem solving and conflict management skills.
• Ability to manage change and adapt with quick decisions and calm approach.
• Strong interpersonal skills. Ability to influence others to ensure timely and quality completion of projects.
• Excellent verbal and written communication skills, including report writing skills.
• Ability to work overtime, nights and weekends.

Licenses and/or Professional Accreditation

• Valid Driver’s License
• PMI Accreditation would be considered an asset