Facilities Coordinator

About the Role

We are seeking a highly organised and proactive Facilities Coordinator to join our team. This is a 12-15 month Maternity Leave Contract role. You will be responsible for ensuring the Facilities helpdesk operates efficiently and that all requests are managed, tracked, and resolved in a timely manner.

You will act as a key point of coordination between internal teams, contractors, and stakeholders, ensuring clear communication and a high standard of service delivery across all facilities-related activities.

Key Responsibilities

• Manage and maintain the Facilities helpdesk register, ensuring all requests are logged, tracked, and updated daily.
• Coordinate and delegate requests to internal maintenance teams or external contractors as required.
• Provide regular updates to requestors, ensuring clear and consistent communication throughout the lifecycle of each task.
• Process invoices in line with approved quotes and ensure accurate coding.
• Raise purchase orders for approved works and services.
• Prepare CapEx appropriations for works exceeding $1,000, including maintaining relevant asset records and documentation.
• Maintain organised filing systems in line with current lease documentation and location requirements.
• Support a high level of customer satisfaction through responsive and effective service delivery.
• Coordinate maintenance activities through effective scheduling, communication, and tracking.
• Ensure contractor documentation is up-to-date, including insurances, SWMS, site inductions and licences.
• Conduct regular cleaning and maintenance inspections of Crown premises and log findings on the Facilities Helpdesk and notify the responsible contractor.
• Manage mailroom tasks, including sorting mail, franking envelopes, delivery of mail and packages, arranging courier pickups, stocktake and purchasing of consumables.
• Assist with security tasks, including creating, modifying and cancelling access cards for employees, maintain key register, and being point of contact for security provider for security issues.
• Maintain and update the lease documentation database.
• Assist with the lease renewal process for leased sites, including arranging lease renewal form documents to be sent to key stakeholders.
• Assist with purchasing and stocktake of stationary and kitchen supplies for the building.
• Assist with purchasing and organising for events.
• Provide assistance in preparing rooms for meetings and conferences.

Skills & Experience

To be successful in this role you will have:

• An adequate understanding of key facilities terms and definitions.
• Strong knowledge of Excel
• Excellent verbal and written communication skills.
• Project or Coordination experience is required.

Benefits

• A benefits program which gives you access to discounts and cashback from over 400+ retailers nationwide.
• Access to a health and wellbeing platform which supports your Mental, Physical and Financial goals.
• Corporate Rates for Private Health Insurance.
• An inclusive working environment.
• An Employee Assistance Program for confidential counselling with chat, phone and face to face counselling options.