Property Services Coordinator
On-siteEdmonton, Alberta, Canada
Job Summary
Process service requests via phone, email, and system notifications while maintaining accurate records for tracking and reporting. Coordinate with Facility Managers, technicians, and vendors to execute work orders, ensuring documentation is uploaded for audit readiness. Prepare and administer purchase orders, confirm budget alignment, and support invoice review, reconciliation, and billing error resolution. Review RFQs for accuracy before bid submission, track bid receipts, and maintain complete procurement records including vendor submissions and contract award documentation. Verify contractual services are issued against appropriate purchase orders and work orders. Establish professional relationships with stakeholders and service providers, confirming vendor compliance regarding safety, insurance, and site access. Prepare monthly accruals, financial reporting summaries, and tracking reports related to work orders, invoices, and outstanding action items. Maintain organized electronic files to support governance and internal controls.
Required Qualifications
- Strong understanding of facilities administration, work order coordination, purchase order administration, invoice processing, and vendor coordination
- Knowledge of procurement support activities, including RFQs, quote tracking, bid documentation, and file management
- Ability to interpret RFQ details, identify missing information, and follow up with stakeholders to support accurate execution
- Strong attention to detail, documentation discipline, and ability to maintain audit-ready records
- Excellent written and verbal communication skills with the ability to prepare professional client, vendor, and internal correspondence
- Strong customer service orientation and ability to support multiple stakeholders across a busy portfolio
- Analytical and problem-solving skills with the ability to resolve discrepancies, identify bottlenecks, and escalate risks appropriately
- Ability to work independently, manage competing priorities, and meet deadlines in a fast-paced environment
- High school completion plus specialized technical, business administration, accounting, procurement, facilities management, or related training
- Minimum of 1 year of relevant job experience in facilities administration, property services, procurement support, financial administration, contract administration, or a related field
Desired Qualifications
- Experience supporting public-sector, government, or Alberta Infrastructure contracts is considered an asset
- Proficiency with Microsoft Office applications
- Experience with Oracle, RealSuite, Avetta, SharePoint, Jot Forms or similar systems is considered an asset
Hiring someone like this?
Get your role in front of qualified candidates on Sorce.