Facilities Lead

2 months ago

Melbourne, Australia Hub Australia Full time

Work alongside our Facilities Manager to maintain and improve our premium spaces
- Certified Great Place to Work
- Employee benefits targeted towards personal development, wellness & lifestyle

**Facilities Coordinator (Victoria / South Australia Portfolio)**

**Reports to**: Facilities Manager (VIC / SA)

**Start date**: June 2023

**Location**: Melbourne

**Employment type**: Permanent, Full-time

**Salary**: To be discussed at interview stages

**Probation Period**: 6 months

**About Hub Australia**:
Hub Australia provides premium workspaces, business networks, and services across locations in Sydney, Melbourne, Brisbane, Canberra and Adelaide.

Founded and headquartered in Melbourne, Hub has grown to become the largest privately-owned coworking operator in Australia, with over 100 staff and 4000 members ranging from small business and government to non-profit and corporations.

Established in 2011, Hub is a Certified B-Corporation and the first coworking space in Australia to be certified Carbon Neutral with Climate Active. Hub is a fun, energetic, and dynamic environment with plenty of room for growth - as we continue to build the best place to create, share, and work with others, there’s a perfect place for you to grow with us.

**Your role**:
Hub Australia is seeking a highly organised and proactive Facilities Coordinator to support the team in managing day-to-day operations of our facilities across Victoria and South Australia. In addition, this role will also oversee our Western Australia portfolio following our expansion scheduled for 2025. The Facilities Coordinator will be responsible for ensuring that all facilities-related tasks are completed on time and to a high standard. Sitting within our Property Team, you will collaborate and work closely with each other to assist in day to day operations and align with the larger business strategy.

**Responsibilities by function**:
**_Facilities requirements:_**
- Assist the Facilities Manager in overseeing all aspects of day-to-day facilities management within our clubhouses; including maintenance, repairs, and cleaning.
- Conduct regular inspections of the clubhouses to identify and report any issues or areas for improvement.
- Report portfolio activity to the wider property team, including the National Facilities & CAPEX Manager and Chief Property Officer.
- Identify areas to streamline processes in preparation for the expansion of this portfolio.
- Serve as the point of contact (in and out of business hours) for day to day communications and tasks raised for the portfolio.
- Support the wider team when it comes to implementing new processes, training club house members and onboarding vendors
- Immediately rectify any WHS or non-compliant issues within the spaces as per the internal process.
- Work through daily tickets and queries from the wider team. (Escalate all requirements to the Facilities & CAPEX portfolio lead).
- Maintain general oversight to ensure accuracy and ongoing documentation of relevant records and contracts.
- Meet with the National Facilities & CAPEX Manager regularly and assist with additional responsibilities.
- Liaise with external contractors and vendors to coordinate maintenance and repair work and hold them accountable to deliver a high standard of work.
- Assist with managing facilities-related budgets and ensure that expenses are kept within budgetary constraints.
- Maintain accurate records of all facilities-related work, including invoices, purchase orders, and maintenance logs.
- Coordinate with the Facilities Manager to ensure that all compliance requirements are met, including health and safety regulations.
- Assist with managing facilities-related projects, including member add ons and customization works.
- Collaborate with other departments to ensure that facilities-related tasks are completed in a timely and efficient manner.
- Respond to facilities-related requests and queries from staff and members.

**_Collaborate with the Hub Australia Team:_**
- Work closely with the local teams to ensure the Clubhouses run seamlessly and members have a great experience at Hub
- Working alongside the local and national team to collectively support and achieve targets
- Attend and contribute to relevant company & team meetings
- Communicate effectively with local and national teams to inform them of upcoming works & requirements
- Respond to tickets within SLA timeframes to provide staff and members effective support
- Living and breathing our values: Collaboration, Accountability, Resourcefulness Adaptability, and Beyond Profit.

**Important Metrics**:

- Achieve required target SLAs for Facilities.
- Positive reviews provided by city Clubhouse managers on your performance in delivering Facilities related tasks
- Meeting deadlines for any tasks being undertaken inclusive or scheduled facilities or project works within the spaces.
- Maintain response times to facilities tickets to and achieve greater than 85% of tickets wi

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