Facilities Accounts

At McMillan Shakespeare (MMSG), our purpose is to make a difference to people’s lives.
MMSG pioneered salary packaging and novated leasing in Australia. Whilst we’ve grown from a small, family-run business to a global, Top 200 ASX-listed company, that entrepreneurial spirit remains at the heart of everything we do.

The position involves managing all financial transactions related to MMS property and facilities, including data collation for ESG reporting, supplier contract reviews, and data maintenance. Additionally, the role requires adherence to work health and safety (WHS) regulations, handling administrative tasks such as representative training, record-keeping, reporting, and providing support to the Property and WHS Manager.

Key Responsibilities:

- Property & Facilities Invoicing: All aspects of following up and processing facilities related invoices for MMS offices and departments. Maintaining current contact registers; Monitoring and management of shared inbox
- Sustainability Reporting: Working with the Sustainability Team; Management of supplier’s invoices.
- National Archive Management: Maintain register including destruction and recall requests of boxes
- First Aid Officer (FAO) Training Bookings, Registers & Reporting: Coordinate training dates and maintaining register including coverage of Property and WHS vacancies. Emergency Warden Training Bookings, Register & Reporting. Manage training schedules and refresher courses; Manage coverage of shortages of Wardens; coordinate the updating of current signage
- Health & Safety Representative (HSR) Training Bookings, Registers & Reporting: Monitor _HSR Register, _contacting representatives due for refresher training
- WHS Reporting: Requesting Payroll data Collating WHS data for monthly Board Report. Secretariat duties: populating agendas; minute taking; follow up actions.
- WHS Property & Physical Security Inspections: Maintain records of any issues; coordinate to close out issues raised and follow up actions.
- Ergonomic Assessments: Support coordination of ergonomic assessments & adjustments; purchase equipment; maintain registers of documentation
- Personal Emergency Evacuation Plans (PEEP): Maintain register and coordinate notification to Wardens and Emergency staff

What We’re Looking For:

- Administration background with WHS experience.
- Experience in Meeting Procedures / Secretariat duties including Minute taking and Agenda management / Action follow up.
- Attention to detail with strong focus on maintaining correct registers in data bases.
- Excellent communication skills, with the ability to engage confidently with stakeholders
- A proactive problem-solver with a mindset for continuous improvement.
- Availability to work 24 hours per week
- Flexible with hours: can split hours across 3, 4 or 5 days
- Hybrid Position: Aligned with MMS 40% in-office requirement

What we can offer you:

- Novated leasing benefits and discounts
- 12 weeks paid parental leave and access to our Parents Portal
- Comprehensive learning and development opportunities to support your career growth
- Sonder digital wellbeing platform, providing personalised support 24/7, plus annual flu vaccinations
- Default Income Protection Insurance reimbursed for members of the MMS Default Super Fund
- Exempt Employee Share Plan

What we can offer you:
- Novated leasing benefits and discounts- 12 weeks paid parental leave and access to our Parents Portal- Comprehensive learning and development opportunities to support your career growth- Sonder digital wellbeing platform, providing personalised support 24/7, plus annual flu vaccinations- Default Income Protection Insurance reimbursed for members of the MMS Default Super Fund- Exempt Employee Share Plan

As an employer who embraces Diversity, Equity & Inclusion, we hold a collective commitment to foster an environment where all differences are valued and respected. We encourage Aboriginal and Torres Strait Islander people, individuals from all backgrounds, including those caring for and living with disability to apply.