Job Title: Facilities Coordinator
The position of Facilities Coordinator is available to provide vital administrative and scheduling support for the Building Operations team at a leading medical research facility.
About the Opportunity
The Facilities Coordinator will play 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.
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 an 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 an asset management system.
* Ensure accurate and complete asset records are 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 facilities 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 qualifications include:
* A strong foundation in administration and organisation.
* Proficiency in computer applications and typing skills.
* Demonstrated ability to provide exceptional customer service to all clients.
* Well-developed time management and organisational skills with the ability to organise and prioritise workload.
* Confident use of various database systems and optimising content, reports or dashboards.
* Experience in coordinating 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 roles.
* Proficiency in Microsoft Office and asset management systems. Ability to work with multiple 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 environment.
* Excellent communication and interpersonal skills.
Desirable qualifications include:
* Previous experience working in a healthcare, laboratory, or research facility environment.
* Familiarity with WHS compliance frameworks and contractor management.
* Exposure to document management systems and reporting dashboards.
About Us
We strive to be a world leader in medical research, bringing together researchers and clinicians to collaborate locally and globally to improve human health. Our mission is to harness all the information encoded in our genome to better diagnose, treat, predict, and prevent disease.
Through our key scientific strengths in data, genomics, cellular, translation, and clinical science, we aim to catalyse research from fundamental discovery to transformational impact. Enabled by cutting-edge technology and world-class facilities, and the support of our passionate community; our researchers and professional staff strive to create a future where everyone lives longer, healthier lives.