Facilities Coordinator

4 days ago

Melbourne, Victoria, Australia Baker Heart and Diabetes Institute Full time
About the Role

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 provide 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, including maintaining the financial administration of the division, raising purchase orders, reconciling invoices, monitoring expenditures against budget, and liaising with the finance team.
  • 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 meetings, and circulate promptly to key stakeholders.
  • Prepare 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
  • Minimum 2 years of experience in a similar position.
  • A current Victorian driver's license.
  • Financial administration experience, including raising purchase orders and reconciling invoices using the TechnologyOne 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

Working at the Baker Heart and Diabetes Institute offers flexibility, professional development, and the opportunity to contribute to a research centre of world renown. Benefits include generous salary packaging, an employee assistance program, as well as modern offices and laboratories adjacent to the Alfred Hospital and walking distance to St Kilda Road, Chapel Street, and Fawkner Park.

We are committed to creating a workplace that encourages diversity, inclusiveness, and equal employment opportunity for all employees. We welcome applications from all qualified candidates.

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