Administration Officer Facilities Maintenance

**Salary $70,993 to $74,912 per annum + 11.5% Superannuation (pro-rata)**:

- **Fixed Term Full Time Role (2 months)**:

- **Be the central point of contact for facility users, playing a vital role in ensuring seamless communication and efficient coordination of maintenance processes to keep everything running smoothly.
At Whitehorse City Council, community is at the heart of everything we do. To stay ahead of and best respond to the evolving changes and needs of the community, the organisation is undertaking an exciting journey that will transform ways of working and will empower employees to be innovative and constantly striving towards providing excellent customer experience at all times. The five pillars of our transformation focus on:

- Excellent Customer Experience and Service Delivery
- Great Organisational Culture
- Innovation and Continuous Improvement
- Good Governance and IntegrityLong Term Financial Sustainability

**The Role**:
Reporting to the Facilities Maintenance Coordinator, you will provide essential administrative support to the Facilities Maintenance Unit. Your responsibilities will include managing maintenance requests, coordinating tasks with contractors and internal staff, and ensuring the efficient operation of the department's administrative systems. You will be a key point of contact for facility users and contribute to the overall smooth running of maintenance processes.

**Key Responsibilities**:

- Act as the first point of contact for maintenance requests, entering data into systems like Pathway and IPS Asset Management.
- Create Work Orders, Purchase Orders, and schedule maintenance tasks with contractors and staff.
- Monitor work progress, close completed tasks, and prepare reports for the Facilities Maintenance Coordinator.
- Process invoices, job sheets, and respond to internal/external inquiries.
- Manage key issuing, filing systems, and assist with correspondence and meeting organisation.Contribute to administrative improvements and ensure efficient office operations.

**About You**:
Key to the position is your ability to manage and prioritise maintenance requests, coordinate resources effectively, and communicate clearly with both internal and external stakeholders. Your proficiency in relevant software systems, such as Pathway, IPS Asset Management, and Microsoft Office, will see you be successful in this role.

**To be successful in this role, you will have**:

- Experience in customer service or administrative roles with strong organisational skills.
- Proficiency in Microsoft Office and systems like Pathway, IPS, and AxsOne.
- Strong communication skills, both written and verbal.
- High attention to detail and the ability to manage multiple tasks in a fast-paced environment.The ability to work independently and within a team, with excellent time management skills.

This is a great opportunity for someone who is proactive, organised, and able to manage a variety of tasks efficiently.

**In return, we will offer**:
**The ability to make a difference -**Working at Whitehorse City Council you contribute to making a real difference in the lives of the community and those that live, learn, work or visit Whitehorse. Every day you really will see how the work you're involved in benefits the diverse community.

**Great working conditions**- a professional environment, friendly and supportive teams and a flexibility program that promotes employee work life balance.

**An extensive Health and Wellbeing offering**- Employee assistance program, private health insurance benefits, health checks (skin, hearing and vaccinations), discounted gym membership and facilities (e.g. Theatre, Arts, Leisure) and an active health and wellness program (e.g. stretching, healthy eating demonstrations and health challenges.

**Transformation**:

- We are in a time of transformation to stay ahead of the evolving changes and needs of our community. Together, we are on an exciting journey to empower all of our employees to be innovative, and constantly strive towards continuous improvement.

**Further Information**:
**Come and join the transformation**
- City of Whitehorse is a culturally and linguistically diverse community. We are proud of the diversity of our workforce and recognise the strength this provides in meeting the needs of our community. We are committed to upholding a safe, inclusive and respectful workplace that values the contribution of all.- Whitehorse City Council is committed to being a child safe organisation. We recognise our responsibilities to keep children and young people safe from harm and have established policies, procedures and training to achieve these commitments.About Us:
The City of Whitehorse, located 15 kilometres east of the Melbourne CBD, is a culturally diverse community of almost 177,000 people. Whitehorse includes the suburbs of Box Hill, Burwood, Nunawading, Blackburn, Mitcham, Forest Hill and Vermont and is characterised by quiet tree-lined residential st