Facility Administrator

2 days ago Be among the first 25 applicants

Get AI-powered advice on this job and more exclusive features.

At Danihers we work in partnership with our clients to create comprehensive facility management solutions to support our clients' unique business goals. Our rigorous operating systems and processes ensure we consistently deliver high-quality, client-focused facility servicers across Victoria.

The Danihers Way is "all about our people. Always has been, always will be" to deliver a healthy, safe and sustainable working and learning environment.

At Danihers we focus on building strong relations and communication channels with our internal and external clients by selecting and inducting people who are client-focused and passionate about their work. Our teams are trained and developed to deliver service excellence via high-quality processes and systems. These processes and systems include but are not limited to Client Communication Plan, Danihers Facility Management System and MYOB.

Our friendly teams care about delivering a healthy, safe and sustainable working and learning environment that our clients enjoy visiting every day. We are committed to environmentally sustainable practices and offer solutions to reduce overall energy use, water usage reduction, waste management and recycling.

The role

The Facility Administrator is to act as the first point of contact for contractors, staff and students entering the site, and provide administrative support to the Facility Department, along with supporting the Facilities Manager with operations and working collaboratively with maintenance and grounds staff.

The role predominantly includes but is not limited to managing contractor's site induction on Passtab ensuring all records and relevant SWMS, JSAs, SOPs and permits are obtained, greeting and redirecting staff accordingly using site knowledge, coordinating deliveries with drivers and suppliers, sending purchase orders and matching invoices for signatures, and record keeping of relevant files and drawings.

Key Responsibilities

Maintaining Danihers Facility Management System (DFMS)

• Work order management – triaging and allocating workorders, communication, finalising and follow up
• Add data and records to Work Orders and maintenance plans.
• Scheduling works, reviewing schedules, review DFMS data to identify trends.
• Contractor allocation of Work Orders.
• KPI's to Work Order completion, priorities, job types, Essential Safety Measures
• Building an asset register
• Assets and scheduling of servicing of vehicles and equipment
• Updating geographies as facility grows.
  
  

Contractor Site Inductions (Passtab)

• Send pre-qualifications to new contractors for onboarding
• Send PIN code to individual contractors due to attend site
• Monitor that all SWMS, JSAs and relevant licences/permits are completed prior to starting works
• Monitor all relevant induction documents including Public Liability insurance on contractors, and escalate to the Facilities Manager accordingly if not completed prior to works starting
• Act as an administrator to Passtab system
  
  

Staff and Contractor Sign-In

• First point of contact for staff and contractors
• Ensure contractors are signed in correctly with relevant documentation as required
• Coordinate with Facilities Manager and notify when contractors are on site
• Greeting and redirecting visitors accordingly
  
  

Deliveries

• Coordinating deliveries with drivers and suppliers
• Notifying Facilities Manager on deliveries across all site gates and buildings
  
  

Purchase Orders and Invoices

• Ensuring all relevant purchase orders are sent to relevant contractors
• Maintaining current preferred supplier details, including contact information
• Addressing all incoming invoices with relevant jobs to issue to Facilities Manager for approval
  
  

Administration

• File and maintain all facility related records
• Maintaining essential services records
• Following up and collating documents for audits
• Ensuring relevant policies, procedures and processes are filed accordingly
• Updating and maintenance of key registers and access cards
• Updating and maintenance of equipment registers and operating manuals alongside the SM
• Allocating, updating and prioritising tickets relevant for open jobs
• Compiling documents, reports, files and records for services
• Ongoing administration and upkeep of 'As Built' documents for all school buildings
• Updating filing system and record keeping strategy
• Monitoring Facilities Manager email
  
  

Emergency Management and Support

• Emergency management administration as required
  
  

Qualifications

• Valid Working with Children Check
• Current National Police Check
  
  

Skills & Experience

• Experience in a similar administrative role essential, with compliance-related responsibilities highly regarded
• High attention to detail, and the ability to maintain high levels of organisation
• Excellent computer skills, within the Microsoft Office suite of programs and applications
• Excellent time management skills
• Ability to identify, clarify and resolve routine and non-routine problems
  
  

Key attributes

• A professional attitude and inquisitive approach to issues, tasks, and ideas
• An ability to manage multiple tasks simultaneously without losing focus on service delivery
• Demonstrating a priority for high quality processes and outcomes
• The ability to deliver integrity by building a trusting and open relationship with clients and business partners
• Always approachable by displaying excellent written and verbal communication skills
• Exhibit passion about the industry and show pride in the responsibilities of the role
  
  

Previous experience working in a fast paced school environment is advantageous, but not essential.

Does that sound like you? We would like to hear from you.Seniority level

• Seniority levelEntry level

Employment type

• Employment typeFull-time

Job function

• Job functionManagement and Manufacturing
• IndustriesFacilities Services

Referrals increase your chances of interviewing at Danihers Facility Management by 2x

Sign in to set job alerts for "Facilities Administrator" roles.

Parkville, Victoria, Australia 1 week ago

Operations & Facilities Administrator

Caulfield South, Victoria, Australia 6 days ago

Melbourne, Victoria, Australia 3 weeks ago

Melbourne, Victoria, Australia 2 months ago

Docklands, Victoria, Australia 2 hours ago

Melbourne, Victoria, Australia 5 days ago

Melbourne, Victoria, Australia 22 hours ago

Melbourne, Victoria, Australia 2 days ago

Melbourne, Victoria, Australia 3 weeks ago

Melbourne, Victoria, Australia 1 month ago

Moorabbin, Victoria, Australia 2 days ago

Melbourne, Victoria, Australia 1 week ago

Clayton, Victoria, Australia 5 months ago

Facilities and Office Services (FOS) Assistant

Melbourne, Victoria, Australia 2 weeks ago

Melbourne, Victoria, Australia A$100,000.00-A$120,000.00 1 week ago

National Operations Manager (Facilities Management)

Melbourne, Victoria, Australia A$150,000.00-A$170,000.00 1 week ago

Melbourne, Victoria, Australia A$80,000.00-A$80,000.00 3 weeks ago

Melbourne, Victoria, Australia 1 week ago

Notting Hill, Victoria, Australia 1 week ago

Melbourne, Victoria, Australia 1 week ago

Broadmeadows, Victoria, Australia 2 weeks ago

Property Services Supervisor / Assistant Facilities Manager

Melbourne, Victoria, Australia 1 month ago

Melbourne, Victoria, Australia 4 months ago

Melbourne, Victoria, Australia 6 days ago

Melbourne, Victoria, Australia 6 days ago

Melbourne, Victoria, Australia 2 days ago

Melbourne, Victoria, Australia 3 hours ago

We're unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.

#J-18808-Ljbffr

---