Facilities Coordinator
6 days ago
Job Title: Facilities Coordinator
Job Summary:
We are seeking a highly experienced and skilled Facilities Coordinator to join our team at the Baker Heart and Diabetes Institute. The successful candidate will be responsible for providing administrative support to the Chief Infrastructure Officer and operational/coordination support to other staff within the division.
Key Responsibilities:
- Provide administrative support to the Chief Infrastructure Officer and operational/coordination support to other staff within the division.
- Maintain the financial administration of the division, including raising purchase orders, reconciling invoices, monitoring expenditures against budget, following up on outstanding payments, and liaising with the finance team to uphold accurate financial record keeping.
- Liaise with third-party suppliers/contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly supplier review meetings and following up with contractors regarding POs and accurate invoicing.
- Act as the first point of contact within the division during working hours to ensure phone calls are taken and queries are dealt with in a time-effective manner.
- FM Helpdesk management includes custodianship of keys and contractor access cards, inventory management, monitoring and responding to job requests, and liaising proactively and reactively with other staff, contractors, and supply chain partners.
- Production of monthly reports identifying performance against agreed targets and budgets.
- Maintain internal systems and workflow and advise Infrastructure and FM team on administrative best practices.
- Manage all incoming mail, maintain divisional stationery, accurately prepare Minutes of Meeting and circulate promptly to the key stakeholders.
- Preparation of various management reports and electronic presentations, including overall design, handling, and data extraction.
- Maintain soft and hard filing systems, ensuring consistency and supporting the management team where required.
Requirements:
- A minimum of 2 years of experience in a similar position.
- Financial administration experience, including raising purchase orders and reconciling invoices using the Technology One platform is desirable.
- Experience managing and monitoring FM contracts and service level agreements (SLAs).
- Experience working with and supervising contractors and suppliers.
- Office administration experience — writing agendas, taking minutes, filing and screening calls, document management, reporting.
- Excellent time management and organisational skills.
- Excellent interpersonal skills to ensure effective and courteous interaction with colleagues, contractors, visitors, and scientists.
- Computer skills (Word, email, and strong in Excel).
What We Offer:
- Generous salary packaging options.
- Employee assistance program.
- Modern offices and laboratories adjacent to the Alfred Hospital and within walking distance to St Kilda Road, Chapel Street, and Fawkner Park.
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