Administration Manager

Programmed Maintenance Services; Canberra; On-site; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Retailer discounts

Parental leave

Professional development

Job summary

Programmed Maintenance Services in Canberra seeks an experienced Administration Manager to lead a team of Schedulers and oversee the day-to-day delivery of services to clients. The role requires strong planning, organisational skills and a focus on service excellence in a fast-paced environment.

You will manage scheduling workflows, coordinate with contractors and suppliers, and provide timely reporting to support client needs and contractual commitments.

Qualifications

• Experience leading a team in a fast-paced operational environment.
• Experience in KPI-driven environments and delivering against service targets.
• Experience working with schedulers, contractors and suppliers.
• Proven experience managing end-to-end work order processes from raising to completion.
• Strong communication and interpersonal skills with diverse stakeholders.
• Proactive, hands-on and people-focused leadership style.
• Strong organizational skills and ability to manage competing priorities.
• Ability to obtain National Police Check.
• Ability to obtain WWVP registration in the ACT.

Responsibilities

• Lead, mentor and support a team of Schedulers.
• Manage scheduling inboxes, ensuring work is allocated and actioned promptly.
• Coordinate and track delivery of annual planned and capital works programs with contract KPIs.
• Monitor and manage project and client forecasts and budgets.
• Raise work orders and oversee end-to-end processes to completion.
• Track and report on work in progress.
• Analyse operational data to provide insights for decision-making.
• Prepare and deliver monthly, quarterly and annual reports and contribute to budgeting.
• Provide accurate data and reports to support client reporting requirements.
• Identify and implement process improvements in scheduling and reporting.
• Participate in regular client meetings and monthly reviews.

Skills

Team leadership

KPIs & targets

Stakeholder management

Scheduling & work orders

Communication

Job description

Programmed Maintenance Services – Canberra ACT

An exciting opening has become available within our Facility Maintenance business for someone looking for a new challenge in a leadership and operational administration role.

Based in our Canberra office, you will lead a team and play an important role in supporting the day-to-day delivery of services to our clients.

Why work with Programmed

• Attractive pay: Competitive remuneration package.
• Strategic leadership: Lead a portfolio of major resources contracts across multiple clients, sites, and states.
• Influence and impact: Drive operational excellence, contract performance, innovation, and customer experience outcomes across a significant multi-client portfolio.
• Career growth: Join a leading facilities management provider with opportunities to further develop your leadership career.
• Investment in you: Access professional development, leadership programs, mentoring, certificates, and training opportunities.
• Your well-being, our priority: Strong safety culture, generous paid parental leave, and access to Employee Assistance Program services for you and your family.
• Exclusive employee perks: Access discounts and benefits with over 600 retailers, including Coles, Woolworths, BWS, Dan Murphy's, JB Hi-Fi, BCF, SuperCheap Auto, and many more.

About the Opportunity

We are looking for an experienced Administration Manager to lead a team of Schedulers in the ACT. This is a fast-paced, operational role where you will be responsible for ensuring the efficient delivery of high-quality administrative and scheduling services.

You will be highly organised, detail-oriented and comfortable managing multiple priorities. With a strong focus on service delivery, you will support and lead your team to maintain high standards for both customers and suppliers.

Strong stakeholder management and communication skills will be essential, as you will work closely with internal teams, clients, contractors and suppliers.

Key Responsibilities

• Lead, mentor and support a team of Schedulers.
• Manage scheduling inboxes, ensuring work is allocated and actioned in a timely manner.
• Coordinate and track delivery of annual planned and capital works programs ensuring alignment with contractual requirements including key Performance Indicators.
• Monitor and manage project and client forecasts and budgets.
• Raise work orders and oversee the end-to-end process through to completion
• Track and report on work in progress.
• Analyse operational data and provide insights to support decision-making.
• Prepare and deliver monthly, quarterly and annual reports and contribute to budget forecasting and cost tracking.
• Provide accurate data, information and reports to support client reporting requirements.
• Identify and implement process improvements in scheduling, reporting, and work allocation
• Participate in regular client meetings and monthly reviews as required.

About You

To be successful in this role, you will bring:

• Previous experience leading and managing a team within a fast-paced operational environment.
• Demonstrated experience working in a KPI-driven environment and delivering against service targets.
• Experience working closely with Schedulers, contractors and suppliers.
• Proven experience managing the end-to-end work order process, from raising and scheduling through to completion.
• Strong communication and interpersonal skills, with the ability to build effective relationships with a diverse range of stakeholders.
• A proactive, hands-on and people-focused leadership style.
• Strong organizational skills and the ability to manage competing priorities.
• The ability to obtain and maintain a National Police Check.
• The ability to obtain and maintain a Working with Vulnerable People (WWVP) registration in the ACT.

About Us

Programmed is a leading provider of operations and maintenance services across all industry sectors including education, health, infrastructure, manufacturing, transport and mining in Australia and New Zealand.

Our Facility Management business unit partners with our valued clients to deliver a comprehensive range of facilities management from small repair work to managing large-scale facilities and infrastructure networks.

Weencourage career development, support flexibility and care about your personal wellbeing and safety. Join the Programmed team today.

Our Commitment

Programmed and PERSOL are committed to fostering a safe, inclusive and respectful workplace, underpinned by a culture of zero harm. We value diversity and seek to build a workforce that reflects the communities in which we operate. We welcome applications from people of all cultures, backgrounds, genders, ages, abilities, sexual orientations and life experiences. We also recognise that great candidates come from a range of life stages and circumstances and, where operationally feasible, we welcome discussions regarding flexible working arrangements, including part-time and job-share opportunities. If flexibility would support your success in this role, we encourage you to apply.