Aps Level 4 - Facilities Officer_Ext

IP Australia; Canberra; On-site; AUD 65,000 - 75,000; Full time

Job summary

IP Australia is seeking an APS Level 4 Facilities Officer to support day-to-day facilities management in Canberra. The role involves responding to routine enquiries, triaging requests via email and ServiceNow, logging maintenance in Corrigo, and assisting with procurement and governance processes.

You will provide secretariat support for subtenant meetings, help with process improvements, and ensure compliance with WHS requirements while contributing to sustainability initiatives.

Qualifications

• Abilities to work independently and as part of a team
• Ability to manage competing priorities and follow processes
• Clear written and verbal communication with staff, contractors and stakeholders
• Identify gaps and suggest practical improvements
• Capacity for manual handling in line with safe work practices
• Understand and apply relevant policies, procedures, standards and legislation
• Understand facilities management activities, systems and admin processes
• Follow reporting requirements and maintain records
• Know personal capability limits and seek guidance when needed
• Share knowledge with less experienced team members

Responsibilities

• Assist the Property and Services Team with routine facilities enquiries and escalate complex matters
• Triage and manage facilities requests via email and ServiceNow for Canberra tickets
• Log maintenance jobs and quotations in Corrigo; monitor progress to completion
• Escort service providers onsite ensuring security and workplace requirements
• Support processes, documentation and continuous improvement in facilities
• Provide secretariat support for subtenant meetings and follow up actions
• Undertake procurement and administrative activities for the team
• Maintain knowledge of facilities management practices, systems and policies
• Contribute to Net Zero by 2030 initiatives and environmental reporting
• Maintain awareness of Work Health and Safety Act 2011 requirements and safe workplace practices
• Engage constructively with change and contribute to team outcomes
• Identify, raise and manage risks within role scope

Skills

Independent work

Teamwork

Prioritisation

Communication skills

Process improvement

Manual handling

Policies & legislation

Facilities systems

Record keeping

Knowledge sharing

Job description

Position title: APS Level 4 - Facilities Officer_EXT

Job Requisition ID: 1906

Location: Canberra on Ngunnawal Country

Our Opportunity

The Facilities Officer supports the day-to-day delivery of facilities management services for IP Australia. The key duties of the APS 4 Facilities Officer are:

• Assist the Property and Services Team to respond to routine facilities enquiries and escalate complex or sensitive matters in a timely manner


• Triage and manage facilities requests received through email and ServiceNow, including Canberra-based facilities tickets


• Log facilities maintenance jobs and quotation requests in the JLL Corrigo system, monitor progress through to completion and escalate delays or issues as required


• Escort service providers onsite when required and in accordance with security and workplace requirements


• Support systems, process improvement and procedural documentation to ensure facilities processes remain accurate, practical and fit for purpose


• Provide secretariat support for monthly and bi-monthly subtenant meetings, including preparing papers, recording actions and following up outcomes


• Undertake procurement and administrative activities to support the effective operation of the team


• Develop and maintain knowledge of facilities management practices, relevant systems, policies and procedures


• Contribute to IP Australia's commitment to Net Zero by 2030 through sustainable workplace practices and support for environmental reporting and initiatives


• Maintain an understanding of responsibilities under the Work Health and Safety Act 2011 and contribute to a healthy, safe and respectful workplace


• Engage constructively with workplace change, support continuous improvement and contribute to team and organisational outcomes


• Identify, raise and manage risks within the scope of the role, taking ownership of allocated tasks and meeting agreed commitments

Job specific capabilities

Capabilities are the skills required for the level or role that you are applying for. The successful candidate will be able to demonstrate their:

• Ability to work effectively both independently and as part of a team, with a proactive and service-oriented approach.


• Ability to manage competing priorities, follow established processes and deliver accurate work within agreed timeframes.


• Clear and professional written and verbal communication skills, including the ability to liaise respectfully with staff, contractors and stakeholders.


• Ability to identify process gaps, contribute practical improvement ideas and support the implementation of agreed solutions.


• Capacity to undertake tasks that may involve a level of manual handling, in line with safe work practices.


• Sound ability to use, interpret and apply relevant policies, procedures, standards, guidelines and legislation within the scope of the role.


• Practical understanding of facilities management activities, systems and administrative processes.


• Ability to follow reporting requirements, maintain accurate records and use information systems appropriately.


• Awareness of personal capability limits and willingness to seek guidance or specialist advice when required.


• Ability to share knowledge and support less experienced team members where appropriate.

Looking for more information?

Our candidate kit contains details including the capabilities required, the contact officer, and how to apply.

Please use the link below to access the candidate kit:

1906 - APS Level 4 - Facilities Officer - Candidate Kit

Applications Close

Applications close at 11:59pm AEST on Wednesday 07 October 2026.

Create a job alert for this search