About Allied Facilities Management:

At Allied Facilities Management, we deliver integrated, efficient, and compliant facility solutions across a diverse range of sectors including retail, commercial, government, and industrial. Our people are at the heart of what we do. We value integrity, reliability, and performance – and we’re committed to developing our team members and growing together as a business.

As we continue to expand nationally, we are seeking a highly motivated and experienced Facilities Coordinator / Planner Scheduler to join our operations team and help ensure the seamless delivery of maintenance and facilities services across our client portfolio.

Position Summary

This role, based in Villawood, NSW, is suited to a detail‑oriented professional with a minimum of 3 years’ experience in facilities coordination, maintenance planning, contractor scheduling, and WHS compliance. You’ll play a vital role in scheduling and overseeing preventative, reactive, and statutory maintenance activities, working closely with internal teams and contractors to ensure high standards of service delivery.

As a growing company, Allied is seeking someone who takes initiative, is solutions-focused, and is passionate about helping a business scale. This is an exciting opportunity for someone who wants to contribute meaningfully and develop alongside the company.

Key Responsibilities

Planning, Scheduling & Maintenance Coordination

Implement and maintain comprehensive maintenance schedules, incorporating preventative, statutory, and reactive tasks to ensure all facilities and assets are serviced in accordance with regulatory requirements, operational priorities, and manufacturer recommendations.

Monitor open work orders, track job status, and escalate delays or risks to the Facilities Manager as required.

Contractor Management

Coordinate and schedule works with external contractors and service providers across all facility services, including HVAC, electrical, fire, plumbing, cleaning, and pest control.

Ensure all contractors are appropriately qualified, inducted, and insured before attending site.

Monitor contractor performance against KPIs, safety standards, and agreed scopes of work.

Review and maintain contractor documentation including SWMS, licences, insurances, and site-specific inductions.

Conduct site inspections and support contractor onboarding and compliance checks.

WHS & Compliance

Schedule and track all statutory maintenance activities such as fire system testing, emergency lighting, lift inspections, HVAC servicing, and other safety-critical services.

Ensure all maintenance and service activities comply with applicable WHS legislation and Allied’s internal safety protocols.

Maintain accurate and up-to-date safety, compliance, and training records; actively participate in internal and client audits, and ensure timely reporting and escalation of incidents, near misses, hazards, and non-conformances in accordance with WHS procedures and company policy.

Support the implementation of risk management practices, permits to work, and corrective action closeouts.

Coordinate with Allied’s internal compliance team to seek guidance and ensure alignment with statutory, regulatory, and contractual obligations, including WHS, environmental, and employment-related requirements.

Coordination & Communication

Act as the primary point of contact for all facilities-related queries, job requests, and contractor coordination.

Communicate scheduled works and potential service disruptions clearly with internal stakeholders and tenants.

Liaise with building management, landlords, and client representatives where necessary.

Coordinate site access, permits, and security clearance requirements for external providers.

Operational & Administrative Support

Support procurement of maintenance services, materials, and consumables.

Assist in maintaining the asset register and lifecycle data within the CMMS.

Compile reports and performance summaries for the Facilities Manager and senior leadership team.

Contribute to continuous improvement initiatives related to maintenance efficiency, contractor performance, and service delivery quality.

Skills, Experience & Attributes

Experience & Qualifications:

Minimum 3 years’ experience in facilities coordination, scheduling, or contractor management role.

Experience with CMMS or CAFM systems and job allocation workflows.

Understanding of WHS legislation, contractor compliance, and statutory maintenance obligations.

Qualifications in facilities management, trades, project coordination, or WHS (preferred but not essential).

Skills & Attributes

Strong organisational and planning skills, with the ability to manage multiple priorities simultaneously.

High attention to detail with strong documentation and recordkeeping capabilities.

Excellent verbal and written communication skills.

Ability to build effective relationships with contractors, suppliers, and stakeholders.

Proficient in Microsoft Office Suite, especially Excel and Outlook.

Proactive, resourceful, and motivated to take ownership and contribute to team success.

Why Join Allied Facilities Management?

Competitive salary and employee benefits

Growing national team with strong industry partnerships

Supportive, values-driven leadership and culture

Access to high-profile contracts and diverse facilities

Structured development and promotion opportunities

Apply Now

If you’re a motivated, dependable individual looking to be part of a supportive and growing company, we invite you to join Allied Facilities Management and contribute to our reputation for delivering quality, safety, and service excellence.

Allied Security Management is an equal opportunity employer, which does not discriminate on the basis of race, national origin, religion, age, colour, sex, disability, veterans status, genetics, or any other characteristic as protected by (The Fair Work Act 2009)

ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED