Facilities Administrator – Epping, VIC
Location: Epping, VIC
Company: BGIS, Market Environment
Employment Type: Full-Time | Permanent | On-Site | Flexible Hours
Other Information: Free On-Site Parking
We acknowledge the Traditional Custodians of the land on which we work and pay our respects to Elders past, present and emerging.
About BGIS
BGIS is a global leader in integrated facilities management, delivering innovative, people-centred and sustainable services across essential industries. We support clients through a commitment to safety, collaboration, operational excellence and continuous improvement.
Purpose of the Role
BGIS is seeking a dedicated and organised Facilities Administrator to support a busy and varied operational environment within a large, multi-use market precinct.
You will play an essential role in coordinating contractors, supporting compliance processes, managing documentation, and ensuring smooth day-to-day operations. Working closely with the Facilities Management team and wider BGIS colleagues, you will contribute to a culture of safety, teamwork, and service excellence.
The ideal candidate is warm, proactive, steady under pressure, and enjoys being the supportive hub that keeps a small, close-knit team running smoothly.
Please note that this is based at a Drug & Alcohol Free Site and Random Testing is carried out on-site regularly.
Key Responsibilities
* Coordinate contractor and specialist vendor access for both reactive and planned maintenance.
* Support the Facilities Management team in the delivery of contract requirements and client expectations.
* Manage document control, general administration, office coordination and reporting tasks.
* Prepare, track and maintain contract documentation, including reporting for internal and client use.
* Assist with contractor compliance, ensuring all documentation and access requirements are met.
* Allocate, update and monitor work orders for planned, corrective and reactive tasks.
* Ensure adherence to OH&S, Environmental and Quality management systems.
* Maintain schedules and records for subcontractor attendance and planned works.
* Support incident, hazard and near-miss reporting and follow-up activities.
* Contribute positively to team meetings, communication, and collaborative initiatives.
* Build and maintain strong relationships with stakeholders, vendors and onsite personnel.
Education, Experience & Skills Essential
* Proven administrative experience, ideally within facilities management, property, projects or a service-based environment.
* Strong customer service skills and the ability to build warm, professional relationships.
* Experience working with QA, OH&S and environmental systems.
* Ability to prioritise and multi-task in a fast-paced, diverse environment.
* Strong attention to detail and confidence managing multiple streams of activity.
* Competency in Microsoft Office (Word, Excel, Outlook).
* Understanding or experience with CMMS systems (highly regarded).
Desirable
* Qualifications in Facilities Management, Business Administration, or a related field.
* Knowledge of building services, maintenance processes or operational environments.
* Training in OH&S, QA or environmental systems.
* Current First Aid Certificate (highly regarded).
Workplace Flexibility
This position is 100% on-site within a vibrant market-style precinct. Flexible start/finish times are available. As your skills grow, there may be opportunities to expand responsibilities or progress into other roles across BGIS.
Why Join BGIS?
You'll be part of a supportive, close-knit team with space to grow your skills and confidence.
Key Benefits Include:
AFR Best Places to Work 2024 & 2025
Winner – Inspiring Workplaces Award 2025
Endorsed by Work180 for gender equity & flexibility
Health & wellbeing support: EAP, wellness programs, flu vaccinations
Career development, secondments & internal mobility
2 paid volunteer days annually
2024 Work180 Most Improved DE&I Award
WGEA Compliance Certification
How to Apply
If you are a proactive and organised Facilities Administrator who enjoys variety, community-centred environments and being the reliable support behind a strong operational team, we would love to hear from you.
BGIS is an equal opportunity employer. We encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ+ individuals, people with disability, and culturally diverse communities.
Eligibility
Applicants must have full working rights in Australia.
Apply Now
Be part of a workplace that values diversity, safety, sustainability, and continuous improvement.
Explore more opportunities at: apac.bgis.com
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