Facilities Management Administrator

7 days ago

Port Melbourne Victoria, Australia Knight Facilities Management Australia Pty Ltd Full time $70,000 - $120,000 per year

Be part of a growing and values-driven Facilities Management team.

Knight Facilities Management (KFM) is seeking a proactive and highly organised Facilities Management Administrator (FMA) to support our dynamic operations team. This role is crucial in ensuring the smooth delivery of facilities services to our clients by coordinating maintenance activities, liaising with subcontractors, and maintaining accurate records using our Computerised Maintenance Management System (CMMS), Urbanise.

The Role

As an FMA, you will support facilities operations by coordinating both reactive and planned maintenance, maintaining accurate data in our work management system (Urbanise), and ensuring key deliverables are met across multiple client accounts. This is a fast-paced, service-driven role requiring excellent communication and administrative skills.

Key Responsibilities

  • Log, manage, and close work orders in the Computerised Maintenance Management System (CMMS)
  • Coordinate and schedule contractors for maintenance, inspections, and repairs
  • Track compliance records and upload relevant documentation
  • Monitor and action high-priority jobs in line with service level agreements
  • Liaise between clients, facilities managers, and subcontractors to ensure smooth delivery
  • Manage warranty works, asset documentation, and job follow-ups
  • Provide general administrative support across key accounts
  • Support data reporting, job tracking, and system maintenance
  • Maintain professionalism and deliver a high standard of customer service

About You

We're looking for someone who is highly organised, customer-focused, and confident working across multiple tasks and stakeholders.

You will ideally have:

  • Experience in an administrative or coordination role, ideally in facilities management or a similar industry
  • Familiarity with CMMS platforms (e.g. Urbanise, or similar)
  • Excellent written and verbal communication skills
  • Strong time management and attention to detail
  • Ability to coordinate multiple tasks and meet deadlines
  • A certificate or diploma in Facilities Management or a related field (preferred but not essential)
  • A collaborative attitude and willingness to learn and adapt

Why Work With Us?

At KFM, we don't just manage facilities—we build lasting relationships with our clients and teams through our ASPIRE values:

Accountable | Sustainable | Passionate | Innovative | Respectful | Entrepreneurial

We offer:

  • A supportive and inclusive work environment
  • Learning and development opportunities
  • Career progression within a growing company
  • The chance to work with passionate professionals who care about what they do

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