Facilities Administrator

Advent Facilities Management Pty Ltd

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Melbourne VIC

Body Corporate & Facilities Management (Real Estate & Property)

Full time

$70,000 – $80,000 per year

Posted 30d+ ago

Job Title: Facilities Administrator
Location: Melbourne, VIC
Employment Type: Full-time
Salary: Competitive, based on experience

About the Role:
We are seeking a proactive and highly organised Facilities Administrator, with demonstrated experience in a similar role to join our team in Melbourne. In this role, you will support the daily operations of our contracts and client sites by providing high-level administrative assistance, coordinating service requests, maintaining compliance records, and ensuring the smooth running of systems and processes.

This position is ideal for someone who thrives in a fast-paced environment, enjoys variety in their day, and takes pride in being the backbone of operational efficiency.

This position is based in Thomastown Victoria and may include some interstate travel.

Key Responsibilities:

Act as the first point of contact for internal teams, clients, and suppliers regarding service requests and queries

Maintain accurate documentation including contractor records, insurances, certifications, and compliance reports

Update and manage job management systems, ensuring all work orders and records are correctly logged and tracked

Coordinate and manage daily administrative tasks related to maintenance, and site services

Support the onboarding and induction of new contractors and staff

Schedule works, track progress, and follow up on outstanding jobs

Assist in the preparation of client reports, presentations, and audits

Liaise with accounts to resolve invoice or purchase order issues

Monitor and order supplies and consumables as required

Support the broader team and management with ad hoc administrative duties

What We’re Looking For:

Proven experience in a Facilities role previously

Minimum 2 years' experience in an administration role (experience in facilities, cleaning, property, or service industry preferred)

Strong organisational and time management skills with a high attention to detail

Excellent written and verbal communication skills

Proficient in Microsoft Office (Outlook, Excel, Word) and confident using job management systems or similar software

Ability to multitask and work under pressure to meet deadlines

A proactive attitude and willingness to support the wider team