Properties & Facilities Coordinator

PRIMARY OBJECTIVE

A short clear statement on what the key purpose and intended goals of the position are.

• Coordinate the efficient administration, maintenance and operation of company properties, facilities and employee accommodation.
• Ensure company assets, utilities, maintenance activities and contractor services are managed effectively while supporting Finance through timely procurement, invoice processing and accurate property records.
• Deliver a safe, compliant and well-maintained environment for employees, visitors and company operations.

JOB REQUIREMENTS & ACCOUNTABILITIES

The main functions of the job and what the employee is expected to achieve and be accountable for, including specific safety items.

1. Property & Facilities Administration

Coordinate the day-to-day administration of company offices, employee accommodation, transit accommodation and company-owned properties. Maintain accurate occupancy records, room allocations and property documentation to support efficient business operations. Conduct inductions for transiting staff in each Accommodation Location.

2. Property Registers & Compliance

Maintain accurate and up-to-date property registers including land, buildings, accommodation, maintenance, utilities, contractor records, property assets, keys, inspections and compliance documentation. Ensure records remain audit-ready and support statutory and financial reporting requirements.

3. Planned Maintenance & Compliance

Develop and coordinate preventative maintenance schedules, property inspections and statutory compliance activities including fire safety, electrical testing, air conditioning servicing, WHS inspections and other legislative requirements. Ensure all activities are completed within required timeframes.

4. Property Procurement & Contract Administration

Raise Purchase Orders for all property-related expenditure including maintenance, utilities, contractors, security, cleaning, building materials and office facilities. Expedite supplier deliveries, monitor outstanding Purchase Orders and ensure invoices are received before month-end.

5. Accommodation & Transit Management

Coordinate employee accommodation, transit accommodation and room allocations. Ensure rooms are inspected, cleaned, fully equipped and ready prior to arrivals while managing departures, occupancy records and accommodation availability.

6. Utilities & Property Cost Management

Coordinate utility services including electricity, water, internet, waste collection and land rates. Monitor due dates, maintain utility registers, resolve supplier issues and ensure invoices are received and processed on time to avoid service interruptions.

7. Maintenance Coordination

Coordinate contractors and maintenance providers to ensure repairs and preventative maintenance are completed efficiently. Monitor outstanding works, follow up overdue maintenance requests and maintain accurate maintenance records.

8. Team & Contractor Coordination

Provide day-to-day coordination of property support staff including housekeeping, laundry and yard personnel, together with external contractors. Allocate work, monitor progress and ensure services are delivered safely, efficiently and to company standards.

9. Property Inspections & Continuous Improvement

Conduct routine inspections of company offices, accommodation and facilities to identify maintenance requirements, safety risks and opportunities for improvement. Recommend practical solutions to improve the condition, functionality and efficiency of company properties.

10. Performance & Continuous Improvement

Demonstrate professionalism, accountability and initiative while achieving key performance indicators relating to property administration, facilities management, customer service and operational efficiency. Contribute to continuous improvement initiatives across the business.

EDUCATION / QUALIFICATIONS / EXPERIENCE

Detailed prerequisites to perform the job and meet minimum professional and DLIR standards. To be specified in advertising, sourcing, and evaluating candidates, with each item to be classified as either ‘(Essential)’, ‘(Preferred)’ or ‘(Desirable)’.

Essential

• Grade 12 education or equivalent.
• 3+ years' experience in property administration, facilities management, office administration or a related role.
• Intermediate Microsoft Office skills (Excel, Word and Outlook).
• Strong organisational, planning and administrative skills.
• Experience coordinating contractors and service providers.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong written and verbal communication skills.

Preferred

• Certificate or Diploma in Business Administration, Facilities Management or Property Management.
• Experience using Purchase Order or ERP systems.
• Experience managing accommodation or facilities.
• Knowledge of procurement processes and supplier management.

Desirable

• Experience in a project-based or construction environment.
• Knowledge of workplace health and safety requirements.
• Experience with Xero or similar accounting software.

PERSONAL ATTRIBUTES

Individual abilities such as non-technical skills, general aptitude, temperament, interpersonal traits, language ability, fitness level, etc.

• Highly organised with exceptional attention to detail.
• Strong planning and coordination skills.
• Professional and customer focused.
• Excellent communication and interpersonal skills.
• Strong problem-solving ability.
• Proactive and self-motivated.
• Ability to manage competing priorities.
• Reliable, accountable and adaptable.
• High level of integrity and confidentiality.

KEY PERFORMANCE INDICATORS

Specific baseline and performance assessment metrics for use in periodic assessment and package reviews. Must be ‘Specific, Measurable, Achievable, Realistic and Time-bound’ (SMART). Minimum of five (5) required, including at least one (1) each safety and financial accountabilities.

• Property registers maintained accurately and kept current.
• Planned maintenance and statutory inspections completed within scheduled timeframes.
• No overdue utility accounts or interruptions to essential services.
• Purchase Orders raised accurately and within required timeframes.
• Property-related invoices received and submitted before month-end close.
• Transit accommodation prepared prior to all scheduled arrivals.
• Property maintenance requests completed within agreed service levels.
• Contractor work completed safely and in accordance with agreed scope.
• No material audit findings relating to property administration, procurement or compliance documentation.
• Positive feedback received from internal stakeholders regarding accommodation and facilities management.
• Demonstrates teamwork, professionalism and commitment to continuous improvement.