Job Description
Minor Hotels is seeking a motivated and detail-oriented Facilities Assistant Administrator to support the smooth day-to-day operations of our Facilities Department across multiple properties. Full time and Part time available hours available.
This role is ideal for someone who thrives in a fast-paced environment, enjoys variety in their day, and takes pride in delivering organised, efficient, and professional administrative support. Working closely with the Facilities Manager and hotel teams, you will play a key role in ensuring maintenance coordination, contractor management, reporting, and departmental administration are handled seamlessly.
Key Responsibilities Include:
* Maintain and manage building compliance documentation, ensuring all statutory, regulatory, and operational records are accurate, up to date, and readily accessible.
* Monitor contractor compliance requirements, including licences, insurances, Safe Work Method Statements (SWMS), inductions, and accreditation records.
* Coordinate contractor onboarding and site inductions in accordance with building and workplace compliance requirements.
* Assist in maintaining compliance registers for fire safety, essential services, workplace health and safety, lift maintenance, pool operations, and other statutory obligations.
* Track and coordinate preventative maintenance schedules, service contracts, inspections, and compliance-related activities across the property.
* Support the Facilities Manager with defect management, contractor coordination, and follow-up actions to ensure timely completion of works.
* Process invoices, purchase orders, and service agreements while maintaining accurate records and supporting budget tracking.
* Maintain accurate records, spreadsheets, and reports using Microsoft Office, MyBos, and other property management systems.
* Assist in preparing compliance reports, contractor performance reports, and monthly operational updates.
* Liaise with contractors, service providers, Body Corporate representatives, residents, and hotel teams to ensure compliance obligations are met and communicated effectively.
* Coordinate access arrangements for contractors, auditors, inspectors, and service providers undertaking works within the building.
* Maintain filing systems and document control for service agreements, compliance certificates, warranties, manuals, and building records.
* Support audits and inspections by preparing documentation and coordinating required information.
* Provide general administrative support to the Facilities Department, including correspondence, meeting coordination, record management, and other duties as required.
Qualifications
Successful candidates will have:
* Previous experience in an administration, facilities, property, hospitality, or customer service role.
* Strong organisational skills with the ability to manage multiple priorities and deadlines.
* Excellent written and verbal communication skills.
* High attention to detail and accuracy in data entry and reporting.
* Intermediate to advanced knowledge of Microsoft Office, particularly Word and Excel.
* Ability to work independently while also contributing positively within a team environment.
* Professional presentation and a proactive, solutions-focused approach.
* Experience coordinating maintenance or contractor schedules will be highly regarded.
Additional Information
What We Offer:
* Career Growth: Learning and development programs to boost your career.
* Exclusive Hotel Deals: 50% off stays at Minor Hotels in Australasia; 20% off for friends and family.
* Global Perks: International accommodation discounts across our hotel brands.
* Retail Rewards: Cashback and discounts at 400+ top retailers in AU/NZ.
* Experiences: Discounted entertainment and activities.
* Banking and Insurance: Exclusive health insurance offers and workplace banking benefits.
* Generous Leave: Parental and birthday leave.
* Wellness Boost: EAP and tailored wellness support.
Currently, we are only accepting applications from candidates who have working rights within Australia or New Zealand.
#J-18808-Ljbffr