Building Operations Coordinator

Garvan Institute of Medical Research brings together world leading scientists and clinicians, collaborating locally and globally, to advance our understanding of disease, particularly cancer, autoimmunity and genetic disorders. Garvan is a global leader in fundamental biomedical research and its translation. Our mission is to make discoveries that will improve health for all.

THE OPPORTUNITY

The Building Operations Coordinator will provide critical administrative and scheduling support for the Building Operations team at a leading medical research facility. The role is responsible for coordinating and scheduling reactive and preventative maintenance activities, maintaining asset management systems, and assisting in the implementation and management of key operational policies, procedures, and reporting frameworks. This position plays a key role in maintaining compliance, improving operational performance, and supporting the delivery of safe, efficient, and reliable facility services for research and clinical environments.

Salary: Up to $95, % super + salary packaging

Employment Type: Full time permanent

SNAPSHOT OF BENEFITS

• Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)

• Ample opportunities for on-going training and development

• Stimulating, diverse and highly international research environment

• Flexible work arrangements e.g. start / finish times

• 18 weeks paid parental leave for both parents including paid superannuation

• A range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leave

• Discounted Health Insurance

• Lifestyle discounts with our community partners

WHAT YOU WILL DO

The key responsibilities include:

• Manage the scheduling of reactive and preventative maintenance works, ensuring works are prioritised appropriately to minimise operational disruption.

• Liaise with internal stakeholders and external contractors to coordinate works access, inductions, and documentation.

• Monitor work order status and contractor performance within the Agility asset management system.

• Establishing and maintaining efficient administrative systems and procedures

• Provide timely reporting on open, in-progress, and completed works.

• Support the Building Operations Manager in resolving vendor scheduling and delivery gaps.

• Assist in conducting a comprehensive asset audit and updating asset data in Agility.

• Ensure asset records are accurate, complete, and maintained in accordance with operational requirements.

• Assist with the implementation and maintenance of operational policies and procedures.

• Support the establishment and management of a centralised Building Operations Document Management System.

• Prepare maintenance performance reports, KPI summaries, and risk updates as required.

• Assist in procurement documentation preparation, performance dashboard updates, and risk register maintenance.

• Provide general administrative and clerical support to the Building Operations team.

• Maintain records of meetings, schedules, and vendor correspondence.

ABOUT YOU

Essential:

• Strong administrative and organisational skills.

• Computer literacy and strong keyboard skills with speed and accuracy

• Demonstrated strong customer focus and commitment to providing exceptional services to all clients (internal and external within the organisation)

• Well-developed time management and organisational skills with the ability to organise and prioritise workload

• Confident with various database systems, and optimising content, reports or dashboards

• Experience in co-ordinating equipment owners, suppliers and contractors

• Experience with project management techniques

• Experience in customer service and electronic request and workflow management platforms

• Experience in scheduling maintenance activities or similar operational coordination role.

• Proficiency in Microsoft Office and asset management systems (Agility or similar). Confident working with a large range of software programs and proficiency using Microsoft office (Excel a priority)

• High attention to detail with strong document management and data integrity focus.

• Ability to manage multiple priorities in a fast-paced, operationally critical environment.

• Excellent communication and interpersonal skills.

Desirable:

• Experience working in a healthcare, laboratory, or research facility environment.

• Familiarity with WHS compliance frameworks and contractor management.

• Exposure to document management systems (e.g. Confluence) and reporting dashboards (e.g. Power BI).

ABOUT GARVAN

Garvan Institute of Medical Research is an independent Medical Research Institute (MRI) in Sydney, delivering scientific and clinical impact on a global basis and in partnership with organisations that share our vision. We are proud to be one of Australia's largest and most highly regarded MRI's.

Garvan promotes a diverse workplace and is committed to the principles of equity, diversity, inclusion and belonging. We are always looking for culture 'add', not culture 'fit' and are building diverse teams with great sets of complementary styles and skills to help deliver our important work effectively.

HOW TO APPLY

To apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. We are reviewing applications as they are received. If you think you're the right person for this role, we'd love to hear how your capabilities, achievements and experience set you apart. Only applicants with full working rights in Australia are eligible to apply for this role.