Your Contribution
Coordinate the daily operations of the fleet and facilities management team, including triaging incoming requests, prioritising maintenance tasks, and ensuring prompt task completion. Focus on optimising workflows and efficiently allocating resources across all aspects of fleet and facilities management.
Duties & Responsibilities
Fleet Support
* Triage incoming requests for vehicle maintenance, repairs, and inspections, prioritising based on urgency and availability
* Coordinate and schedule vehicle servicing, repairs, and inspections by allocating time slots within Maintenance Officers' calendars and ensuring smooth logistics
* Monitor fleet usage and collaborate with internal departments to ensure efficient allocation of vehicles across teams
* Maintain and update fleet records, vehicle status, maintenance history, and ensuring timely processing compliance documents
* Ensure proper documentation for vehicle-related matters such as renewals, insurance claims, and vehicle transfers
* Vehicle Safety Checks: Ensure regular maintenance and organise safety inspections of fleet vehicles
* Audit and maintain vehicle first aid and emergency response equipment
* WHS Reporting: Record vehicle incidents, and/or assist drivers to upload report to LogiQC
Facilities Support
- Triage requests related to facilities maintenance, monitoring the facilities inbox, and prioritise based on urgency, risk rate and add to risk register or continuous improvement register
- Coordinate with contractors to schedule facility maintenance, ensuring that work is done within agreed timelines and meets compliance requirements
- Follow up on quotes and purchase orders, ensuring that services are completed to satisfaction and invoices are processed for approval
- Monitor maintenance schedules, ensuring air conditioning, plumbing, electrical, and other essential services are addressed on time
- Manage office supply requests, ensuring facilities are stocked with necessary materials and resolving any shortages
- Emergency Equipment: Ensure vehicles carry appropriate emergency gear (first-aid kits, fire extinguishers)
- Contractor Management: Obtain and review SWMS and Permit to Work documentation prior to each contractor activity and ensure compliance to WHS Legislation (where needed, liaise with Safety Delegate and/or WHS Lead for assistance)
- Induct Contractors onto site – Monitor contractor's adherence to SWMS and report non-compliances to WHS Lead and/or Asset, Facilities and Infrastructure Manager
- Facilities and Fleet Keys – Accurately coordinate keys sign out and sign in registers, obtain copies if needed and regularly audit key boxes and registers
Administrative Duties:
- Coordinate schedules and meetings for fleet and facilities inspections, ensuring that all stakeholders are aligned and informed
- Assist in triaging general inquiries related to fleet availability, facility maintenance, and safety concerns, routing requests to appropriate personnel
- Maintain databases and systems, ensuring accurate and timely updates for fleet and facilities management
- Track ongoing tasks and projects, providing updates to the Assets, Facilities, and Infrastructure Manager to ensure smooth operations
- Follow up, record and file – Regularly follow up daily tasks, accurately record details in task system and file all relevant documentation into, LogiQC and SharePoint
Why work for TAIHS
TAIHS provides access to an employee assistance program and access to learning and development opportunities. Your employment experience with TAIHS will include work-life balance with competitive salary and benefits, leave entitlements, career progression opportunities and the chance to make a difference to the people and communities.
TAIHS is committed to building an inclusive culture that respects and promotes human rights and diversity. The position involves working with a multicultural organisation where the majority of employees, clients and stakeholders identify as Aboriginal or Torres Strait Islander. Employees demonstrate an understanding of the issues affecting Aboriginal and Torres Strait Islander people communicate effectively and empower Aboriginal and Torres Strait Islander people.
TAIHS acknowledges that we respectfully journey together to aspire to be a culturally capable organisation. We are an inclusive, equal employment opportunity employer and place value on our diverse workforce. We encourage applicants representing all genders, ethnicities, ages, languages, sexual orientations, people with a disability, and those with family responsibilities to apply.
To Apply:
You must submit the below documentation;
* CV/Resume
* One page cover letter detailing how you will achieve success in the position
Applications Close: Saturday 28 September at 5:00pm
Email: for all inquiries