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Facilities Coordinator

1 month ago

Melbourne, Victoria, Australia LeavePlus Full time

Job Category: Project Management Office (PMO)

As a Facilities Coordinator you will maintain a safe, efficient, and inclusive workplace by overseeing building maintenance, workplace health & safety (WHS), contractor management, and property services.

Job Description

Your well-prioritised time will be spent on co-ordinating maintenance, managing service contracts, overseeing fleet operations, supporting capital projects, and ensuring WHS compliance. As the primary contact for office and building needs, you will collaborate with tenants, vendors, and leadership to ensure smooth operations and a fully functioning workplace.

If you are proactive, detail-oriented, and skilled at problem-solving while managing multiple priorities in a dynamic setting then this role is designed for you.

Desired Skills and ExperienceGeneral Responsibilities
  • Collaborate with the Finance & Investment team in line with company values.
  • Ensure operations run efficiently and align with strategic goals.
  • Provide administrative support for projects and business needs.
  • Take on additional tasks as needed.
Building and Facilities Management
  • Maintain and oversee building maintenance schedules.
  • Manage contractors to ensure quality, cost-effective work with minimal disruption.
  • Conduct regular inspections and address concerns promptly.
  • Keep accurate records of inspections, maintenance, and repairs.
  • Serve as the main contact for office and building issues, including after-hours support.
  • Oversee fleet management, including maintenance, safety, and compliance.
  • Coordinate the purchase and installation of office furniture and equipment.
  • Manage cleaning contracts and ensure standards are met.
  • Configure training room layouts as needed.
Capital Works and Project Management
  • Oversee capital projects, ensuring they stay within budget and on schedule.
  • Work with contractors and suppliers to ensure smooth operations.
  • Implement a process for contractor registration and compliance.
Workplace Health & Safety (WHS)
  • Lead WHS initiatives, serving as Chief Fire Warden and managing evacuation procedures.
  • Provide WHS training and guidance for management staff.
  • Ensure compliance with essential safety maintenance and regulatory requirements.
  • Maintain safety registers, including hazardous materials records.
Property and Lease Management
  • Manage tenant relationships, addressing inquiries, disputes, and lease-related matters.
  • Maintain tenancy schedules and coordinate inspections.
  • Prepare rental schedules and administer lease agreements.
  • Work with legal counsel on lease compliance.
  • Oversee leasing campaigns for vacant spaces.
Financial and Budget Management
  • Develop and manage the property operating budget.
  • Coordinate annual financial audits and property valuations.
  • Process property expenses in line with budgets and policies.
Service Contracts and Compliance
  • Manage essential services such as utilities, security, and cleaning.
  • Oversee procurement and ensure compliance with company policies.
  • Conduct sustainability assessments and implement energy efficiency initiatives.
Who You Are
  • A quick thinker who enjoys problem-solving.
  • Experienced in managing tradespeople, contractors, or property operations.
  • Highly organized with strong time management skills.
  • An excellent communicator and negotiator.
  • Proficient in Microsoft Office and comfortable with digital tools.
Skills Required
  • Experience in facilities and project management.
  • Ability to multitask and manage priorities effectively.
  • Initiative in identifying and completing tasks.
Qualifications
  • 5+ years in facilities, building, or property management.
  • Experience managing contractors and service providers.
  • Knowledge of building maintenance, WHS laws, and safety compliance.
  • Familiarity with lease administration and fleet management (preferred).
  • Understanding of sustainability initiatives (desirable).
  • Relevant diplomas, degrees, or certifications in facilities, WHS, or property management.
Why Join LeavePlus?

Now is an exciting time to join the LeavePlus as we manage a whole-building refurbishment and transform our workplace into a digital, ergonomic workspace for people to thrive in

Is This You?

If you're a quick-thinking logical problem solver, who thrives in a stakeholder driven role prioritising multiple tasks and requests, then this is the challenge you've been searching for.

How to Apply:

Submit your resume and a detailed cover letter specifically matching your experience with the key criteria in the above role responsibilities and outlining the reasons why you're motivated to join LeavePlus. We are excited to consider your application

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