Fox Personnel is a leading regional recruitment agency with over 25 years’ experience providing professional, permanent, and temporary staffing solutions across Victoria.

We are currently seeking an experienced Facilities Administration Officer to support the daily operations of a lovely resort-style retirement village in Shepparton.

This is more than just an admin role — it’s a chance to join a warm, welcoming community where your work truly matters. You’ll enjoy a supportive, team-oriented environment with opportunities for both personal and professional growth.

About the Role:

Reporting to the Business Support Officer and working closely with the Village Manager, the Facilities Administration Officer will play a central role in managing the day-to-day administrative and facility-related functions of the village’s community centre and support office.

This position is ideal for someone who thrives on variety and takes pride in delivering outstanding customer service. If you’re organised, personable, and looking for a role where no two days are the same, this could be the perfect fit for you.

Key Responsibilities:

• Act as the first point of contact for residents, visitors, and contractors in the Community Facilities Building.
• Maintain a professional front office and ensure a high standard of customer service.
• Manage resident information in the Goldmine CRM system.
• Assist with bar operations, security, maintenance, and utility coordination.
• Process and code invoices accurately and submit to Head Office.
• Prepare and manage weekend staff rosters and report any staffing issues.
• Maintain stock levels for stationery and office supplies.
• Conduct weekly reconciliations of bar takings and manage cash floats.
• Process resident operating fee payments and direct debit forms.
• Manage the distribution of welcome packs and access items for new residents.
• Maintain and monitor the key and fob register, reporting discrepancies.
• Update resident contact details and manage caravan lease records.

About You:

We’re looking for a confident, community-minded professional who enjoys working in a people-facing role. You’ll be proactive, well-organised, and capable of managing multiple responsibilities with ease – all while maintaining a friendly and professional approach.

This is a fantastic opportunity for someone who wants to be part of a supportive team culture, where your input is valued, and your growth is encouraged.

You will bring:

• A minimum of 5 years’ experience in a similar administrative or customer service role.
• Strong interpersonal and communication skills.
• Excellent attention to detail and the ability to manage sensitive information.
• Experience with invoicing, reconciliations, and basic financial processes.
• Proficiency in Microsoft Office (Word, Excel), with the ability to quickly learn new systems.
• Knowledge of Goldmine CRM (advantageous but not essential).
• The ability to work independently as well as part of a supportive team.
• A current driver’s licence.
• A First Aid Certificate (desirable or willingness to obtain).

Workplace & Hours:

• Full-time hours: Monday to Friday, 8:30am – 5:00pm (or as directed)
• A non-smoking policy applies across all village facilities and vehicles.
• Smart casual dress is required

Why Apply?

• Competitive salary of $65,000 + Super
• Be part of a genuine community-focused environment
• Work with a supportive and inclusive team
• Opportunities for personal and professional growth
• Enjoy a stable, full-time position with real purpose