Accountable For: Contractor Administration
* Assist FacilitiesManagerto enter approved maintenance tasks into property management systems (Yardi) with accuracy.
* Create and manage purchase orders.
* Verify onsite contractor compliance andrequiredinsurances, including $20M public liability, SWMS, and licence details.
* AssistFacilitiesManagerwith contractor inductions and respond to contractor queries.
* SupportFacilitiesManagerand PropertyManagerscommunication with tenantsregardingmaintenanceactivities.
* Maintain Facilities weekly meeting minutes and distribute them to the Property Team for action.
* Track and follow up insurance risk recommendations across the portfolio.
* Liaise with suppliers and work closely with theFinanceteam.
* Accuracy and meticulous attention to detail are essential.
Property Administration
* Maintainaccuratelease and tenant records within the database.
* Prepare welcome letters and lease documentation, including Lease Bible forms.
* Update due diligence records (electronic and hard copy).
* Assist Facility Managers with meeting minutes.
* Coordinate tenant requests to support the property team, asrequired.
* Scan lease documents and distribute to tenants and legal partners, asrequired.
General
* Perform general office and administrative duties, including email and phone management.
* Maintain filing systems and daily correspondence records.
* Prepare boardrooms and support meetings asrequired.
* Manage office provisioning and supplies.
Contributes To:
* Clear, consistent reporting andaccuratedata management.
* Support Facility Manageron the effective maintenance and operation of properties.
* Workwith Property ManagersandFinanceTeamacross a range of tasks.
Required Experience:
* Experience in property, facilities, or commercial real estate orexperience in a busy office administration role supporting multiple stakeholders.
* Willing to work from our North Sydney office 5 days a week
* Strong administrative background with proven accuracy in document and data management.
* Confidence communicating with tenants, contractors, suppliers, and internal teams.
* Experience coordinating service providers, trades, or external vendors.
* Comfortable using business systems (Yardi experience is an advantage).
* Ability to manage competing priorities and follow structured processes.
* Exposure to lease administration, contractor compliance, or maintenance coordination.
* Experience supporting Facility Managers, Property Managers, or operational teams.
* Basic understanding of WHS requirements, inductions, or risk documentation.
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