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Facilities Coordinator
2 weeks ago
McMillan Shakespeare Group (ASX: MMS) is Australia's leading single source solution provider of salary packaging, novated leasing, consumer and fleet financing and management services. With offices across Australia as well as Auckland and London we manage more than 290,000 employee benefit programs and 70,000 vehicles.
This is a rare Part Time opportunity to work in the corporate facilities space in Melbourne's CBD. The hours will be 5 hours a day, Monday to Friday providing flexibility for such things as school/day care drop off and pick up, study, or other responsibilities. You will be based from our corporate Head Office which was completely refitted and renovated barely 6 months ago.
You will be responsible for delivering the effective and efficient management of office facilities and related facility requirements at this and all other sites occupied by MMS; as well as providing administration support through invoice management, issuing purchase orders & maintaining WHS maintenance schedules & records.
Key Responsibilities
- Liaise with Leaders and Staff, Building Management and External Service Providers to ensure we have safe and well-maintained office working environments.
- Action timely, effective, and cost-efficient resolutions of facilities issues, requests or hazards identified by Staff or Health & Safety Representatives, whilst also recording & following up required site activity in a register.
- Maintain a register of contractors for each site location.
- Manage coordination of scheduled maintenance of equipment and services, including Contractor site access, inspecting work & managing associated reports/ certificates.
- Request facilities quotes and raise purchase orders as required, followed by receipting of invoices for timely payment.
- Monitor cleaning and waste management (including secure destruction bins) undertaken by Cleaners and Building Management and communicating requests/ concerns when required.
- Monitoring and maintaining staff amenities including kitchens, fridges, dishwashers, first aid room to ensure adequate stock levels (tea, coffee, milk, cleaning products) and cleanliness.
- Monitoring meeting rooms, communal break-out areas & other quiet spaces, ensuring they are clean and tidy.
- Manage Melbourne security access pass register and locker allocation including:
- Processing access pass requests for new employees, security programming, lost/ damaged card replacement and management of terminations/ return of passes process.
About You
- You will be brining experience in either Facilities Support or Office Management
- Have an understanding of Workplace Health and Safety principles, hazards, and preventative measures.
- Have an understanding of basic invoicing and purchase order processes.
- Sound communication skills - ability to relay accurate & concise information in both written & oral form.
- Planning & problem resolution - identify hazards, prioritise action based on urgency and reprioritise tasks where necessary.
- Highly developed customer service and written communications skills with the ability to build rapport with people at all levels.
- Strong organisational and time management skills with the ability to work on multiple projects at one time and manage unplanned tasks at short notice.
What we can offer you:
- Our strong people-first culture- Flexible/hybrid working to enhance your work/life balance- Novated lease benefits and discounts- 12 weeks Paid Parental leave and access to our Parents Portal- Exempt Employee Share Plan- Paid Income Protection Insurance under MMSG default Super plan- Access to a broad range of learning and development programs- Career break and volunteering leave- Access to Employee Assistance Program and annual Flu vaccination- Lifestyle Rewards program
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.
