Facilities Administration & Coordination Specialist

Iss Global; Gladstone Regional; On-site; AUD 44,000 - 60,000; Full time

Job summary

ISS Facility Services is looking for an organised, capable and customer-focused Facility Administrator Coordinator to join our Auckland team and support the delivery of facilities management services for a major client.

You’ll coordinate reactive and planned maintenance through CAFM/CMMS, track work requests, provide first‑line support, manage documentation and reporting, assist with procurement and month‑end processes, and help drive improvements in service delivery while maintaining strong

Qualifications

• Experience in facilities management, property or asset management.
• Strong administration and coordination skills with attention to detail.
• Experience using CAFM/CMMS/helpdesk/work order systems.
• MS Office skills, especially Excel, Outlook and Word.
• Experience preparing reports, dashboards or client presentations.
• Understanding of planned, reactive and statutory maintenance processes.
• Exposure to purchase orders, invoices, budgeting or accruals.
• Understanding procurement and supplier management.
• Strong written and verbal communication and customer service.
• Ability to manage multiple priorities and work under pressure.
• Ownership mindset with problem-solving and improvement focus.
• Ability to work independently and in a team.

Responsibilities

• Coordinate reactive and planned maintenance work orders through CAFM/CMMS.
• Track work requests from receipt to completion with accurate records.
• Provide first-line telephone and email support to clients and teams.
• Coordinate contractor activities, documentation, access and compliance.
• Maintain site registers, records and databases.
• Prepare reports, KPI information and dashboards.
• Support month-end processes including close-out, PO and invoices.
• Assist with procurement and supplier management.
• Monitor performance against KPIs and escalate issues.
• Support audits and documentation requests.
• Maintain accurate client, asset and contractor information.
• Support the Facility Manager and wider team with day-to-day coordination.
• Assist with contract mobilisation, transitions and improvements.
• Identify opportunities to improve processes and service delivery.
• Handle sensitive information professionally.
• Provide high level customer service and professional representation.

Skills

Facilities management

Administration

Coordination

MS Office

Excel

Power BI

Reporting

Stakeholder management

Tools

CAFM

CMMS

Helpdesk software

Job description

ISS Facility Services is looking for an organised, capable and customer-focused Facility Administrator Coordinator to join our Auckland team and support the delivery of facilities management services for a major client.

You’ll coordinate reactive and planned maintenance through CAFM/CMMS, track work requests, provide first‑line support, manage documentation and reporting, assist with procurement and month‑end processes, and help drive improvements in service delivery while maintaining strong