Administrator / Facilities Coordinator

Vera Living Pty Ltd

Sydney NSW

Body Corporate & Facilities Management (Real Estate & Property)

Full time

Be part of a rapidly growing, mission-driven business in the disability accommodation sector

Our mission is to increase independence for people who are living with disability by building and managing high quality Specialist Disability Accommodation (SDA) in vibrant, well-connected communities.

The purpose of this role is to support Vera Living’s Asset Management Team in all activities and tasks to support the effective and efficient management and utilisation of the Vera Living assets under management.

We are seeking an experienced Administrator / Facilities Coordinator to undertake maintenance administration and coordination of Vera Living’s assets to optimise their performance and maximise outcomes for the NDIS participants who live in them.

Key accountabilities of the role include:

Enter data, generate reports and maintain records related to property management

Develop preventative maintenance schedules, coordinate reactive maintenance call outs and proactively identify corrective maintenance

Work closely with external trades, source quotation, coordinate access and ensure works are completed in agreed schedule and timeframes

Review contractor documentation including insurances, SWMS, inductions, pre-start checklists

Meet with trades at sites to provide access as well as assist with the identification and diagnosis of maintenance or repair

Assist with managing budgets and negotiating service agreements

Conduct inspections of works and complete annual condition reports

Manage property defects during defect liability period

Fix minor issues as needed

Coordinate repairs with our Tenant Experience team and their stakeholders

Represent Vera Living on-site through site attendances and inspections for tenants and care providers

Report on repair and maintenance schedules, progress and other KPIs

Oversee your portfolio budget as directed by National Facilities Manager.

Process invoices as required

Attend regular meetings with partner trades to ensure quality is upkept

Attend Strata Committee meetings

Conduct market research and compare costs and benefits when evaluating new vendors

Research new services and appliances to facilitate operations

Ensure compliance with health and safety regulations

Maintain relevant NDIS Worker Clearances and other certifications as required

This role will require you to develop trusted and constructive relationships with internal and external stakeholders to support Vera Living to deliver outstanding accessible and inclusive accommodation for people with disability.

Ideally, you will have:

Experience as an administrator in fast paced and dynamic environments

Exceptional organisation skills and able to handle multiple projects at the same time

Good judgement and ability to act quickly and calmly in emergencies and achieve outcomes

Demonstrated understanding of WHS and applicable regulations

Experience in facilities management as a coordinator or similar role is highly regarded but not required

Sound understanding of standard residential assets, equipment and appliances

Strong communication and interpersonal skills

Competence in using IT equipment and software including but not limited to – email, calendars, Microsoft applications, Salesforce, Rapid Contractor and other technology tools

Be willing to work in the office at least three days a week

This role is full time and requires some travel. It comes with a competitive salary, flexible leave options, a vibrant and supportive culture and much more.