Facilities / Office Administrator

3 months ago

Melbourne, Australia Pinpoint Property Recruitment Full time

Highly rewarding job & make a real difference in people's lives
- Mix of WFH, office and site-based work
- Varied role encompassing administration, fleet, contractors

**Overview**:
Working for a social housing provider, you will provide valuable administration/facilities support and various tasks across multiple offices and accommodation sites. Your primary focus will be to ensure a standardised, effective, and well-serviced office environment and sites by delivering administrative, safety, fleet, compliance, and facilities maintenance tasks and projects.

**Key Responsibilities**:

- Establish and maintain standardised administration systems and procedures across assigned sites, including efficient records management, archiving, and filing. Coordinate resource allocation to support smooth operations.
- Manage the allocation of business tools such as mobile phones and basic IT equipment to staff members.
- Oversee security access for all staff at the site to maintain a secure working environment.
- Support the line manager in office spacing allocation and the control of assets, including office equipment and furniture.
- Utilise centralised procurement protocols to efficiently procure staff amenities, stationery, personal protective equipment (PPE), and other supplies within budget requirements.
- Coordinate site maintenance and supply contracts, effectively liaising with suppliers, contractors, and subcontractors for services like cleaning, handyman work, and stationery provision.
- Provide comprehensive site induction, equipment training, and ongoing support to new staff members, contractors, and visitors.
- Ensure the proper maintenance and repair of office equipment and facilities to optimise functionality.
- Prepare accurate petty cash reconciliations and maintain complete documentation for submission to the Finance department.
- Collaborate closely with the Health, Safety, and Wellbeing Business Partner to report accidents, incidents, risks, and hazards, ensuring compliance with occupational health and safety (OH&S) requirements.
- Identify and report OH&S risks promptly and assist with implementing and auditing risk, compliance, and OH&S protocols.
- Take responsibility for administering the fleet, including arranging repairs and maintenance, managing cleaning services, monitoring log sheets, replenishing supplies, and ensuring compliance with regulations.
- Prepare reports related to audits and expenditures within your assigned areas of responsibility.
- Take on ad hoc projects related to administration and office-based initiatives as required.

**Requirements**:

- Previous experience in a similar facilities administration or office administration role is highly desirable.
- Strong organisational skills and the ability to manage multiple tasks effectively.
- Proficient in utilising standard office software and tools.
- Excellent communication and interpersonal skills to liaise with internal and external stakeholders.
- Attention to detail and a commitment to maintaining high standards in all aspects of office management.
- Knowledge of health and safety regulations and experience in implementing compliance protocols.
- Ability to work independently, take initiative, and prioritise workload.
- A positive and proactive attitude, with the ability to adapt to a fast-paced and dynamic environment.
- Fully COVID vaccinated.
- Drivers License and own vehicle.

To apply, please submit your resume and a cover letter to Emily Nilsson highlighting your relevant experience and skills or contact her in confidence on 0405 027 459..

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