EOI - Facilities Coordinator

CBRE Group, Inc.; Melbourne; Hybrid; AUD 39,000 - 52,000; Part time

Job summary

CBRE Melbourne is seeking a part-time Facilities Coordinator to act as on-site contact for hard and soft services. Reporting to the Regional Facilities Manager, you will collaborate with vendors and the client to ensure smooth service delivery.

The role is 3 days a week on site at Clayton, with casual employment. You will manage procurement, maintenance schedules and compliance while supporting the FM team and maintaining strong client relations.

Qualifications

• 2–3 years’ experience in facilities, property and/or related role.
• Experience with hard and soft services and maintenance.
• Experience with facilities software systems and intermediate to advanced skill level in Word, Excel and Outlook.
• Confident managing contractors and stakeholders, with clear communication.
• Excellent time management and organization skills with the ability to manage workflow and priorities and meet deadlines.
• Ability to think quickly on their feet and problem solve.

Responsibilities

• Be the on-site point of contact for the client, the Facilities Management team and all vendors.
• Facilities administration work – raise purchase orders, work orders, data and maintenance registers.
• Manage hard and soft service reports from vendors, compile a monthly service pack and follow up with the client.
• Build, maintain and track planned preventive maintenance (PPM) schedule, including Victorian statutory tasks such as fire systems and Essential Safety Measures inspections, and issue a weekly look-ahead to the client.
• Coordinate vendor visits, site access, permits and attendance, and carry out site inspections and reporting.
• Organise and chair client meetings: prepare agendas, circulate minutes and keep a live action log.
• Manage vendor performance against contractual KPIs.
• Keep the site compliant with Victorian OHS and building requirements and support the wider FM team.
• Raise purchase orders and work orders, support budget tracking and verify invoices against completed, signed-off work.
• Build strong working relationships with our client through superior customer service.

Skills

Facilities coordination

Vendor management

Microsoft Office

Communication

Time management

Tools

MS Word

MS Excel

MS Outlook

Job description

• Expression of Interest opportunity
• Join CBRE a global leader in Commercial Real Estate
• Melbourne | Land of the Wurundjeri people

Job Summary:

As Facilities Coordinator reporting into the Regional Facilities Manager, you will be the on-site point of contact for hard and soft facilities services. You will work closely with vendors and the client to ensure smooth delivery of all services.

The role is part time – 3 days a week onsite (Clayton) – employment type casual.

The Opportunity:

• You are the point of contact for the client, the Facilities Management team and all vendors
• Facilities administration work – raise purchase orders, work orders, data and maintenance registers
• Manage hard and soft service reports from vendors, compile a monthly service pack and follow up with the client
• Build, maintain and track planned preventive maintenance (PPM) schedule, including Victorian statutory tasks such as fire systems and Essential Safety Measures inspections, and issue a weekly look-ahead to the client
• Coordinate vendor visits, site access, permits and attendance, and carry out site inspections and reporting
• Organise and chair client meetings: prepare agendas, circulate minutes and keep a live action log
• Manage vendor performance against contractual KPIs
• Keep the site compliant with Victorian OHS and building requirements and support the wider FM team.
• Raise purchase orders and work orders, support budget tracking and verify invoices against completed, signed-off work
• Build strong working relationships with our client through superior customer service

Our ideal person:

• 2 – 3 years’ experience in facilities, property and /or related role
• Working knowledge of hard and soft services and maintenance
• Experience with facilities software systems and intermediate to advanced skill level in core Microsoft Packages – Word, Excel and Outlook
• Confident managing contractors and stakeholders, with clear communication
• Excellent time management and organization skills with the ability to manage workflow and priorities and meet deadlines.
• Ability to think quickly on their feet and problem solve

Why CBRE

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values — respect, integrity, service and excellence — and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.