Facilities Coordinator

Experienced in property and facilities management
- Have excellent consultation, financial, administration & organisational skills?
- Flexible working arrangements (0.8 FTE over five days will be considered)

Celebrating 30 years in the employment services industry, WISE Employment is a not-for-profit organisation that has been inspiring, transforming and empowering people by connecting them with employers in numerous industries.

We have an exciting opportunity for an experienced
**Facilities Coordinator** reporting to the National Property Manager.

**The role**:
The Facilities Coordinator will support the National Property Manager in the facility management of the WISE Leased property portfolio to meet the requirements of the service contracts and provide an environment that enables staff to perform their duties in a safe and supportive manner whilst ensuring that the property is maintained under the terms and conditions of the lease. This role is a responsive support to the needs of building maintenance, and facility related issues that arise.

**Responsibilities**:
**Property Management**
- Collaborate with external Property Manager(s), government departments & authorities to meet ongoing business needs;
- Collaborate with internal stakeholders including Operations, Marketing, Compliance, Information Services and Accounts;
- Provide support to staff in the provision of advice regarding and maintenance requests;
- Assist National Property Manager to project manage office furniture layout, service arrangement, and refurbishment projects, within required timelines and budgets, procurement of furniture and fittings and equipment (FFE) for new sites, site relocation and make good.

**Facilities Management**
- Establish and maintain Essential services and other property related service contracts;
- Procure furniture and fittings;
- Manage Property Help Desk to act as first point of contact for timely maintenance/repair requests from sites;
- Procure contracts for the maintenance of facilities;
- Schedule trades people and follow up to ensure works are completed.
- Document management - facilities management records

**Maintenance Portfolio Management**
- Support the management of WISE lease responsibilities in accordance with relevant legislation, for instance, Retail Lease Act, Commercial Leases Act, etc;
- Management and carry out of routine maintenance inspections of the property portfolio as required;
- Act as liaison with landlords/property managers as needed;
- Liaise with Lessor on an as required basis, including seeking consent for works, addressing Lessor's requests and requesting Lessor to complete works as required;
- Assist NPM to ensure make good and fit out works align with lease terms.

**Financial Management, Reporting & Administration**
- Coordinate administration required for property related insurance matters and claims;
- General administration including but not limited to preparation of letters, data entry of purchase orders, invoices, accounts issues, property service registers, maintaining maintenance pipeline report or other reports as required, reviewing and approving Outgoings and maintenance works invoices;
- Manage Purchase Orders;
- Update Lease Eagle property administration software as applicable;

**This is a fully flexible role (0.8 FTE over five days will be considered) based in North Melbourne.**

**About you**:

- Experience in a Property or Facilities related role;
- Understanding of Budgets and maintaining project costs;
- Maturity and confidence to collaborate with senior stakeholders;
- Highly adaptive and able to understand both stated and unstated requests;
- High level of administrative skills, including competency with Microsoft Office, particularly Excel, and windows-based software programs;
- Knowledge of the building industry;
- Understanding of project management systems and software;
- Commitment to consultation, cooperation, and professional customer service.
- You will thrive on our key attributes of Customer Centricity, Curiosity, Resilience, Adaptability, Creativity and a Growth Mindset
- Full Australian working rights, ability to satisfy national police check, and Working with Children Check requirements
- Hold a current driver’s license
- Fully vaccinated against COVID 19

**Why WISE?**
- Join a growing organisation making a difference in the community
- Competitive salary including not-for-profit salary packaging
- Company mobile phone and laptop
- Reward and recognition initiatives and ongoing learning and development
- Access to exclusive benefits and discounts from leading retailers
- Access to a diverse range of employee benefits

**How can I apply?**

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