Senior Facilities Coordinator

We are seeking an experienced Facilities Manager to join our team on a 6-month full-time basis. The role will be located in Brisbane, primarily focusing on the relocation of our office.

The successful candidate will oversee the end-to-end handover process, ensuring a seamless transition into business-as-usual operations for new or refurbished offices. This includes project coordination and office fit-outs, vendor management, and compliance with Australian building codes and local council regulations.

• Project Coordination & Office Fit-Outs
• Oversee the End-to-End Handover Process, Ensuring Seamless Transition into Business-as-Usual (BAU) Operations for New or Refurbished Offices.
• Act as the On-Ground Single Point of Contact (SPOC) for All Office Fit-outs, Refurbishments, and Relocations.
• Collaborate with the Global Facilities Team to Ensure Alignment with DWF Standards and Timelines.
• Ensure Compliance with Australian Building Codes and Local Council Regulations during Fit-out and Refurbishment Projects.
  • Health, Safety & Compliance
  • Lead the Implementation and Monitoring of Occupational Health & Safety (OH&S) and DWF Health & Safety Policies across All Australian Office Locations.
  • Conduct and Document Routine Safety Inspections, Risk Assessments, and Incident Investigations.
  • Ensure Full Compliance with Local Occupational Health and Safety Legislation, Including Safe Work Australia Guidelines.
  • Facilitate Employee Safety Training and Emergency Drills in Coordination with HR and Local Authorities.
    • Vendor & Contract Management
    • Manage Vendor Relationships, Including Contract Negotiation, SLA Adherence, and Performance Reviews.
    • Coordinate Maintenance, Repairs, and Service Contracts, Ensuring Timely Delivery and Quality Standards.
    • Coordinate Facilities Budgeting, Procurement, and Billing Activities.
    • Maintain a Preferred Vendor List and Conduct Periodic Market Benchmarking for Cost Efficiency.
      • Preventative Maintenance & Emergency Preparedness
      • Develop, Implement, and Communicate Preventative Maintenance Schedules for All Facilities Assets.
      • Establish and Regularly Update Emergency Response Plans, Including Fire Safety, Evacuation Protocols, and Business Continuity Measures.
      • Ensure All Critical Systems (HVAC, Electrical, Plumbing) Are Regularly Inspected and Maintained.
        • Daily Facilities Operations
        • Oversee Day-to-Day Operations across DWF's Australian Offices, Including Cleaning, Waste Management, and Utilities.
        • Ensure Stock Control of Facilities-related Materials and Equipment.
        • Monitor and Maintain Workspace Hygiene and Presentation Standards.
        • Support Sustainability Initiatives Including Recycling Programs and Energy-saving Measures.
          • Risk Management & Documentation
          • Identify and Mitigate Facilities-related Risks, Especially in Office-based Environments.
          • Maintain Accurate Records of Inspections, Incidents, Maintenance Logs, and Compliance Reports.
          • Ensure Insurance Coverage and Documentation for All Facilities-related Assets and Liabilities.
            • Stakeholder Collaboration
            • Work Closely with Internal Stakeholders to Ensure Facilities Meet Operational and Employee Experience Needs.
            • Provide Timely Updates and Reports to Regional and Global Leadership on Facilities Performance and Issues.
              • Reporting & Analytics
              • Prepare and Present SLA/KPI Reports, Including Vendor Performance and Service Delivery Metrics.
              • Conduct Space Utilisation Analysis to Support Strategic Planning and Workplace Optimisation.
              • Use Data-driven Insights to Recommend Improvements in Space Planning and Cost Efficiency.
                • Global Standards Integration
                • Ensure the Integration and Implementation of DWF's Global Facilities and Health & Safety Standards, Policies, and Procedures.
                • Act as a Local Ambassador for DWF's ESG and Sustainability Goals within the Facilities Domain.

Requirements

Australian OH&S Certification and proven experience in a professional services office environment are essential. Proven experience in multi-site facilities management is also highly desirable. Strong organisational and multitasking skills, as well as strong attention to detail, are required. Self-starters with a willingness to proactively manage the facilities function to ensure zero downtime of services are preferred. Excellent verbal and written communication skills, with stakeholder management abilities, are necessary. Familiarity with building systems, safety protocols, and vendor coordination, including contract handling and SLA measurements, is beneficial. Knowledge of mechanical, electrical, plumbing, HVAC, and other technical building systems is also advantageous. Understanding of accounting and finance principles, experience planning and maintaining facility budgets, and landlord liaising are important. Hands-on leadership and problem-solving skills, with experience, are highly valued. Good data gathering, analysis, and reporting skills are also required. Experience in handling internal and external audits is beneficial. Experience with office fit-outs, refurbishments, and managing office space transitions from vendors and landlords is desired. Knowledge of office leasing is also beneficial.

Benefits

Our comprehensive rewards package offers a range of benefits that go beyond a basic salary. We aim to provide a positive work-life balance and support our employees' overall well-being. Our benefits include flexible working arrangements, employee assistance programs, and opportunities for professional development.

About Us

At [Company Name], we empower people to be themselves within an inclusive and supportive environment. We enable everyone to achieve their full potential in line with their abilities and career aspirations. As a global legal business, we provide complex, managed, and connected services. We have a commitment to fairness and engagement in our recruitment process, which includes comprehensive interviews and assessments.