Assistant Facilities Manager

3 months ago

Melbourne, Australia Hub Australia Full time

Great Place to Work certified organisation.
- Comprehensive wellness and lifestyle programme.
- Brand new role within our high-performing team of passionate FMs

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

Founded and headquartered in Melbourne, Hub has rapidly grown to become the largest privately-owned coworking operator in Australia, with over 100 staff and 3500 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.

As we approach an exciting period of expeditious growth, we are seeking a like minded and collaborative individual to join our facilities team. Currently having further locations under development in suburban locations on the eastern seaboard, as well as Perth, this position requires someone adaptable with a proven passion for their craft. This is a truly exceptional opportunity for you to make an impact on what the future of this growing business may look like.

**Responsibilities by function**:
**_National Facilities Management Consistency:_**
- Work with the National Facilities & Property Manager in vendor tender negotiations, selection, evaluation, and management to ensure optimal service quality and cost-effectiveness nationally.
- Collect, analyse, and interpret national facilities-related data, including maintenance records, occupancy data, and work orders, to identify trends, patterns, and improvements.
- Develop and manage a comprehensive facilities contract management program and set clear KPI’s.
- Review, negotiate, and administer facilities contracts, ensuring compliance with company policies and legal requirements.
- Monitor vendor performance, including tracking key milestones, deliverables, and SLA’s.
- Conduct periodic contract reviews to identify areas for improvement, cost savings, and contract renegotiations.
- Monitor and track the progress of national facility-related projects, ensuring they are completed within budget and on schedule.
- Support in the development and implementation of standardised processes, systems, guidelines and procedures to achieve national consistency across all Hub Australia locations.
- Collaborate with various internal stakeholders to ensure alignment and coordination of national facility-related initiatives.
- Ensure proper storage and organisation of all facilities-related documents in a centralised repository, implementing a logical filing system for easy access and retrieval.
- Undertake Ad Hoc tasks as per direction of the National Facilities & Property Manager.

**_Facilities Manager/Lead Support:_**
- Assist Facilities Managers/Leads in managing tickets and resolving facility-related issues promptly and efficiently.
- Assist with projects and stakeholder management, of Facilities Managers/Leads portfolio when on leave and ensure mínimal disruption to process, standards and member expectations.
- Collaborate with vendors and service providers to coordinate repairs, maintenance, and other facility-related tasks.
- Assist with budget preparation and tracking for facility-related expenses.
- Maintain accurate and up-to-date records of facility-related activities, including work orders, service contracts, and vendor information.
- Report portfolio activity to the Facilities Managers/Leads and the wider property team.

**_Collaborate with the Hub Australia Team:_**
- Serve as a point of contact for internal stakeholders regarding facility-related issues and inquiries.
- Liaise with contractors, suppliers, and service providers to ensure efficient delivery of facility services.
- Collaborate with cross-functional teams to address facility-related requirements and ensure alignment with company goals.
- Provide regular updates and reports to the Facilities Managers on contract performance, project status, and budget utilisation.
- Work closely with the local teams to ensure the Clubhouses run seamlessly and members have a great experience at Hub. Specifically, build strong relationships with Area/Workspace Managers.
- 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 SLA’s and KPI’s for National Facilities portfolio.
- Customer Experience: Positive reviews provided by Area/ Clubhouse Managers on your performance in delivering facilities related tasks.
- Meeting deadlines for any tasks being undertaken inclusive or scheduled facilities or

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