Facilities Admin

About UNSW

At UNSW, we pride ourselves on being a workplace where the best people come to do their best work.  We aspire to be Australia's global university, improving and transforming lives through excellence in research, outstanding education and a commitment to advancing a just society.

Why your role matters

The Facilities Admin & Data Team Lead oversees administration, data analysis, and reporting to support Facilities Management operations and compliance. They manage improvement projects, deliver dashboards and reports to guide decision-making, and ensure data accuracy in collaboration with staff and stakeholders.

Reporting to the Senior Manager, Facilities Services, the role leads two direct reports.

About the Role

You will be required to undertake and have experience in the following areas of expertise:

• Lead a team providing high-level administrative support to Facilities Management.
• Act as an escalation point to resolve complex contractor account enquiries, ensuring suitable investigation and coordinating with FM Contract Management where necessary.
• Manage and coordinate a broad range of administration practices and reporting in the Facilities Management team.
• Act as the senior contact for key internal and external stakeholders, and contractors, maintaining effective channels of communication, analysing requests and correspondence to prioritise as well as urgent and often sensitive matters.
• Facilitate and promote meetings and events for Facilities Management. Compiling agendas, minutes, correspondence, presentations, business cases, submissions, briefing notes, and guidelines for specific committees and meetings as required.
• Oversee the induction and monitoring of the new starter process (onboarding) for new staff, contractors, and visitors, including access to inductions, site systems, building, and site orientation.
• Manage contractor documentation in line with UNSW policy and legislative requirements, ensuring records are accurate, up-to-date, and regularly reviewed and reported.
• Oversee and analyse data from various systems to identify trends, inefficiencies, opportunities for improvement and produce recommendation reports to Senior Management.
• Oversee Finance administration requests and produce reports, budgets, and invoices as required.
• Develop and maintain reporting tools and dashboards to support operational monitoring, audits, compliance, and decision-making.
• Develop, implement, and maintain FM process and procedures to ensure a consistent approach for general administration and support, including document and records management, to ensure compliance with relevant policies and procedures.

About You

• Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
• Demonstrated extensive experience in reporting, dashboarding, financial and general administration.
• Proven advanced data analysis skills using Excel, Power BI, and AI, with expertise in data visualisation for creating and maintaining reports and dashboards.
• Advanced interpersonal and written and verbal communication skills.
• Advanced time management, organisational and problem-solving skills, including the ability to meet deadlines.
• Advanced computer literacy with demonstrated experience or transferable skills in Microsoft Office Suite, facilities maintenance systems, and enterprise financial management systems.
• Demonstrated experience providing effective customer service and support to stakeholders and clients at all levels.
• Proven team leadership experience with the ability to work effectively both independently and collaboratively.
• Demonstrated attention to detail with the ability to proactively take responsibility and resolve issues in a timely manner.

For further information on the role & responsibilities, please refer to the Position Description

How to Apply: Submit your CV & cover letter detailing your interest and suitability for the job (as per the skills & experience bullet points in the job description) before Monday 6 October by 11:55pm.

Please note: Sponsorship is not available for this role, valid Australian working rights are required on application.

UNSW Benefits and Culture: People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world. Our benefits include:

• Additional 3 days leave during December festive period.
• Flexible working conditions.
• Career development opportunities
• Up to 50% discount on UNSW courses
• Flexible 17% Superannuation contributions, additional leave-loading payments and salary sacrifice.
• Discounts and entitlements (retail, education, fitness passport)

Job queries contact: Tai James, Talent Acquisition Consultant

E:   (applications to the address cannot be accepted, please apply online)

UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.