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 30,000+ locations in North America, Europe, Middle East, Australia and Asia. Further information is available at www.bgis.com 

SUMMARY  
 

The Governance Documentation Specialist is responsible for providing business support within Account Governance and Reporting as it relates to overall document and records management and to ensure audit readiness. This includes 1) monitoring and maintenance of contractual deliverables and obligations, 2) system access management, 3) and preparation of documents supporting governance meeting administration, service level performance measurement, continuous improvement, and supporting the development of value creation opportunities (innovation) for the account.  

KEY DUTIES & RESPONSIBILITIES  

 Account / Individual Development

 

At BGIS – our culture is based on 3 key foundational items:

 

Culture of Care for each other, our clients, partners, and our communities  High Performing Teams who go Above and Beyond to deliver exceptional services – INTEGRITY - OWNERSHIP – RESPONSIVENESS - INITIATION – VISIBILITY - DRIVE - INTEGRATION are core to high performance Unwavering Commitment to Sustainability where we do everything with a focus on preserving our earth 

 

Account Governance and all the roles in support of governance is core to our Success. Governance roles are laser focussed on all the contractual requirements of BGIS and facilitates all the on account and corporate support activity required to meet our contractual obligations. All Governance roles are to have a deep and detailed understanding of the various sections of the account Master Service Agreement, Statement of Work and Schedules that articulate the expectations and obligations of BGIS. For success, this role must develop constructive relationships with the client and with all service delivery team members.

 

This role will work in collaboration with all key BGIS departments to ensure full support of all activities and play a key role in our INTEGRATED approach to contract governance. 

 

Our Commitment to ESG, the Communities we Serve and our Earth

Environment, Energy, Diversity and Sustainability 

This role will have the opportunity to work in Collaboration with various teams to learn about the ESG programs and initiatives that can support you in serving the client. We encourage participation in community events and the application / execution of key programs in client accounts as applicable.

 

Opportunities for Development: 

At BGIS we are committed to the development of our people – offering them opportunities to gain experience and grow into various roles. Success in the role offer Team Members the opportunity to explore various roles, some include are on Account Operational Leadership, Facility Management Office Roles to support Accounts, Project Management roles to lead and execute projects 

 

Governance

Account Strategic Management and Business Planning – Participate in Account Management process, including administrative support in the development and maintenance of the account short and long account plan and business plan. Supporting the management and facilitation of the annual business planning cycle with account leadership and management. Governance – Work with account leadership and management to support account governance. This includes the gathering, updating, and presenting of monthly governance information, as well as monitoring the governance scorecard and associated performance metrics, KPIs and indicators. Lead the development of all key governance meetings agendas and presentation decks, take minutes of all governance meetings, and maintains an up-to-date Issues / Actions log for all of the major account governance meetings. Work with members of the account team to get issues / actions addressed and closed. Governance & Organizational Performance – Provide support to the development and management of account governance and performance process, including documents, dashboard, roadmap, scheduling, and communication. Document Management - Manage access management for all systems including arranging for requesting, removing access and validation of account users listing. Develop, maintain, and enforce the document management framework which includes folder / subfolder management of account systems and BGIS internal systems. Facilitate additions and changes with client contact and audit to ensure accuracy of the developed framework. Responsible for loading of governance deliverables to account systems and maintaining internal commitments as required.   ISO - Support audits of account and product line teams’ work execution to ensure compliance with established processes and service delivery obligations. Participate in identifying solutions to implement changes in process for accounts and product lines, as well as collaborates with account and product line team to implement changes. Support departmental business process management.

 

Process Improvement & Strategic Initiatives

Strategy Development - Support account leadership with strategic initiatives by maintaining a listing of on account initiatives, and tracking the completion of value analysis, recommending solutions and developing plans to achieve desired results. Monitor the execution of strategic initiative plans to ensure proper execution and achievement of desired outcomes. Innovation - Support innovation initiatives through activities including but not limited to maintaining current awareness of industry trends and practices, conducting analysis, utilizing out-of-box thinking to develop and recommend innovative solutions. Job Profiles / Organization Charts - Manage repository for Job Profiles for the account. Will be single point of contact to maintain a complete and accurate account organizational chart. Work with managers to ensure current job profiles are available and current.

 

Training

Training - Participate in all necessary training sessions and keeps abreast with Workplace Solutions/BGIS visual identity and branding guidelines. Onboarding – Manage the account employee onboarding process, training and supporting materials including the development and delivery of materials.  Account Meetings / Townhalls – Support account leadership in organizing account meetings / townhalls including preparation of meeting materials, scheduling, and logistics for in person meetings.

 

Reporting & Analysis

BI Metrics - Support the BI Analytics and Reporting team in the development / identification of BI metrics. Collaborate with appropriate team members, managers, and leadership to identify data requirements for consolidation into dashboard and presentation format.  Business Reviews - Deliver reporting and analytical requirements as well as reporting and analysis for account quarterly business reviews. Performance Results - Compile, monitor, and report performance results in support of account governance meetings.

 

Proactive Communication and Escalation:

Maintain clear and initiative-taking communication channels with all concerned parties. Ensure proactive escalation processes for addressing contractual challenges. Provide timely updates on contractual status, projects, and issue resolutions. Foster transparency and open dialogue to facilitate effective decision-making.

 

Internship Program

Support and manage the Internship Programs for account. 

 

KNOWLEDGE & SKILLS 

 Min College diploma or equivalent. 1-5 years of strategic analysis, business analysis or continuous improvement work experience. Exceptional business acumen. Expert level business and strategic analytical abilities. Creative, innovative, out-of-the-box thinker.  Exceptional problem solving and solution identification and development abilities.  Exceptional organizational, multi-tasking abilities.  Ability to influence and persuade without authority. Exceptional client service orientation.  Exceptional interpersonal skills. Exceptional verbal and written communication skills. Exceptional collaborative skills.

 

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! 

BGIS is an equal opportunity employer and we welcome you to apply for a position with us! If you require accommodation during the recruitment process, please contact us at askHR. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability. 

 

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