Prompcorp is a leading Australian Commercial Cleaning and Facilities Services business, providing a full array of services in Facility Management, Asset Maintenance, planned preventative maintenance and scheduled testing to a wide variety of internal and external customers across Australia and New Zealand.
The Senior Facilities Co‐ordinator is a Melbourne‐based role responsible for supporting several facilities management contracts across industrial, commercial, and education sites. This position plays a central role in the smooth operation of each contract by owning all administrative, financial, and system‐related activities, while acting as the primary liaison between the operations team, onsite maintenance staff, service providers, and internal stakeholders.
With full responsibility for Urbanise, ERP processes, workflow management, and contract reporting, the Senior Facilities Co‐ordinator ensures that all operational, compliance, and financial obligations are delivered accurately, on time, and in line with contractual requirements.
Key Responsibilities
* Own all administrative and contract support functions, ensuring timely processing of work orders, documentation, compliance records, contractor documentation, and operational reporting across multiple contracts.
* Manage and maintain Urbanise, ERP, and other FM systems, ensuring accurate data entry, workflow management, asset updates, purchase orders, invoicing, and financial tracking.
* Act as the primary liaison for onsite maintenance teams, coordinating daily activities, scheduling works, and supporting service delivery across industrial, commercial, and education sites.
* Facilitate communication between tenants, service providers, contractors, and internal stakeholders, ensuring maintenance activities are well‐coordinated and disruption is minimised.
* Prepare and support operational and financial reporting, including expenditure tracking, forecasting inputs, compliance dashboards, and monthly contract performance reports.
* Assist with procurement and contractor management tasks, including issuing purchase orders, processing invoices, onboarding contractors, and ensuring compliance with safety and reporting requirements.
* Support the delivery of planned and reactive maintenance activities, ensuring all documentation, workflows, and follow‐ups are managed efficiently.
* Participate in portfolio meetings and monthly reviews, providing updates on administrative performance, contract status, work order progress, and opportunities for process improvement.
* Enhance system and process efficiency, identifying improvements in administrative workflows, data accuracy, reporting, and service coordination.
What We're Looking For
* Experienced Facilities or Contract Administrator / Co‐ordinator with strong exposure to facilities management operations, maintenance workflows, or service delivery within industrial, commercial, or education environments.
* High proficiency in FM systems such as Urbanise, ERP platforms, CMMS tools, and workflow management systems, with the ability to own data integrity, reporting, and system optimisation.
* Strong administrative capability, including managing work orders, documentation, compliance records, financial processes, and contractor onboarding.
* Excellent communication and stakeholder‐coordination skills, with the confidence to liaise daily with onsite technicians, contractors, clients, and internal teams.
* Solid understanding of invoicing, purchase orders, and budget support functions, with the ability to track financial activity accurately and in line with contract requirements.
* Highly organised and detail‐driven, able to manage multiple contracts, deadlines, and competing priorities in a fast‐paced environment.
* Proactive problem‐solver, comfortable identifying issues, following up actions, and driving improvements in processes, data accuracy, or service workflows.
* Strong computer literacy, including MS Office, data entry, reporting, and the ability to learn or improve FM system usage.
* A collaborative, reliable team member with a strong customer focus and commitment to supporting high‐quality service delivery.
* Knowledge of compliance, WHS obligations, and maintenance terminology is desirable (formal technical qualifications not required).
* An experienced Facilities Coordinator with a minimum of 5 years' experience and a proven track record within the FM industry.
* Post‐trade qualifications or a tertiary in Facilities Management, Engineering, Business, or a related field, or equivalent practical experience (preferred).
* Strong presentation, verbal, and written communication skills.
* Demonstrated experience in contract management and budget oversight.
* Highly analytical with a proactive approach to identifying and implementing improvement opportunities.
* Excellent stakeholder engagement and relationship management capabilities.
* A self‐driven professional with a practical mindset, strong customer focus, and solid technical and computer skills.
* Dependable work ethic with a commitment to ongoing professional development.
* Sound understanding of Australian Standards (AS/NZS), State WHS legislation, and the Building Code of Australia (BCA) is highly regarded.
Requirements
* Working with Children Check
* National Police Check
What We Offer
* Competitive salary package + fully maintained company vehicle
* Flexible working arrangements to support work‐life balance
* Access to Employee Assistance Program
* Supportive and collaborative work environment
* Opportunity to make a significant impact in a growing organisation
Why Join Prompcorp?
This is an exceptional opportunity to make a significant impact within a growing organisation. We are an Equal Opportunity Employer, proudly welcoming people with disability including mental health conditions, people from diverse cultural and linguistic backgrounds, people from the LGBTQI community, veterans, carers and Indigenous candidates to our team.
To apply, please submit your resume and a cover letter addressing your relevant experience and why you are interested in this opportunity with Prompcorp.
Application Questions
* Which of the following statements best describes your right to work in Australia?
* How many years' experience do you have as a facilities manager?
* Do you have a current Australian driver's licence?
* Do you have a current Working With Children (WWC) Check?
* Have you worked in a role which requires a sound understanding of the Building Code of Australia (BCA)?
* Have you worked in a role where you were responsible for budget management & forecasting?
* How many years of project management experience do you have?
* What's your expected annual base salary?
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