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Facilities Admin Officer

2 weeks ago

Subiaco, Australia Fleetwood Full time $80,000 - $120,000 per year

Fleetwood Community Solutions is Australia's leading provider of modular villages and housing, committed to building smarter community spaces that support the growth of communities nationwide. With end-to-end expertise in designing, constructing, owning, and operating high-quality accommodation solutions, we partner with business and government to deliver scalable and sustainable outcomes. From remote mining camps to key worker housing and lifestyle villages, our proven track record—including flagship projects like Searipple and Osprey—reflects our dedication to quality, comfort, and community impact

Fleetwood Australia is an ASX-listed company, our vibrant culture is firmly grounded in our core values: Zero Harm, Collaboration, Integrity, Accountability and Innovation. These principles guide our daily operations and foster a supportive environment where every team member is empowered to contribute their best. Our vision is to create innovative spaces for people to thrive, while our purpose is to be the leader in reimagining sustainable spaces. We believe that a commitment to safety, teamwork, ethical practices, and forward-thinking solutions not only drives our success but also enhances the well-being of our employees and the communities we serve.

About the role:
 

We're seeking a proactive and detail-oriented Facilities Admin Officer to join our team in a permanent part time position (25 hours per week) and play a pivotal role in managing customer and supplier contracts, supporting tender submissions, and ensuring smooth, compliant contract delivery. This is a fast-paced and varied position that will see you working across multiple stakeholders—supporting project teams, driving contract performance, and keeping documentation, compliance, and reporting on track. If you thrive in a dynamic environment, enjoy collaborating across departments, and are passionate about delivering operational excellence—this is your opportunity to contribute meaningfully to a business that values professionalism, integrity, and teamwork.

This position will be based out of our Subiaco offices.

The key responsibilities of the role are to:
 

  • Responsible for customer and vendor contract and subcontract management (claims, payment schedules, invoicing, variations, contract deliverables, contract compliance)
  • Assist the business with tender submissions for new customer contracts.
  • Coordinate and administer all tender and contract items such as insurances, ISO certificates, council permits, business licences etc.
  • Invoicing and progress claims in accordance with the contract
  • Contract KPI report collation & submission
  • Ensure that all contract information and documentation is generated, received, maintained, and processed accurately and in a timely manner
  • Assist the GM and site Managers with contract deliverables and review the performance of individual contracts
  • Produce regular and ad hoc reports on contract status for Management
  • Assist with service and contract delivery improvement
  • Attend, minute and distribute minutes of contract meetings
  • Assist with internal cost control and forecasting utilizing the applicable software packages
  • Control and monitor customer invoicing in accordance with contract terms
  • Develop and maintain effective working relationships with all contract supplier stakeholders, internal and external, to enable the performance of this role
  • Assist in the review and development of contract management systems and administrative procedures
  • Provide leadership and support for a productive team by collaborating with colleagues
  • Prepare company reports in accordance with the reporting cut off dates.
  • Subcontract support and administration
  • Escalate matters requiring management decisions/attention
  • Ensure compliance with Fleetwood policies and procedures at all times

About you:
You're an experienced administrator with a strong background in contract management—ideally within facilities management, hotels, or the commercial/mining services sectors. You thrive in fast-paced environments, juggling priorities with ease while maintaining high attention to detail. With excellent communication and organisational skills, you're comfortable working across teams and building strong relationships with both internal and external stakeholders. Proficient in Microsoft Office (and ideally Navision), you take initiative, work autonomously, and bring a problem-solving mindset to everything you do. Above all, you're passionate about delivering high-quality support that helps the broader team succeed.

To be successful in this role you will demonstrate:

  • 3 years experience in contract administration, preferably in the hotel or facilities management sectors
  • Experience on commercial and mining service delivery contracts is advantageous
  • Excellent written and verbal communication skills.
  • Time management skills with an ability to work under pressure and plan and prioritise workloads to meet deadlines.
  • Advanced clerical and administrative skills including sound analytical skills and accurate record keeping.
  • Intermediate computer literacy including Microsoft suite of programs (Word, Outlook, Excel). Experience in Navision would be an advantage.
  • Commitment to the efficient and effective delivery of quality customer service.
  • A Degree in Contract Management, Business, or other relevant qualification in Administration would be an advantage but is not essential.

Why work for Fleetwood?
 

  • Be part of an exciting transformative time in our business, on a trajectory of growth
  • Join our values-led culture, where Collaboration, Integrity, Accountability, Zero Harm and Growth through Innovation are at the heart of how we work and lead.
  • Access opportunities for professional and career development across our group of companies, Fleetwood is an ASX listed company and industry leader
  • Access flexible work options that support your productivity and wellbeing
  • Fantastic salary package including benefits and rewards.

All successful applicants will be required to complete a functional medical including drug & alcohol assessment. 

All final applicants for this position will be asked to consent to a National Police check. Applicants with criminal records are not automatically excluded from applying for this position and each application will be considered on its merits. 

How To Apply:
  

Please submit your CV and cover letter by clicking on the 'Apply' button below.  

Fleetwood Australia acknowledges Traditional Owners of Country throughout Australia and recognises the continuing connection to lands, waters, and communities. We pay our respect to Aboriginal and Torres Strait Islander cultures; and to Elders, past and present. 

Agency submissions will not be accepted without prior approval from the Fleetwood Australia Talent team. All agency candidates must be submitted through our online portal to be valid.